At my job, new employees often need access to various shared mailboxes, Teams groups, SharePoint sites, and more. We have a form for managers to specify what access each new starter needs, but they usually just write vague terms like 'SharePoint' instead of detailing the exact sites or groups. I understand that managers may not always know what access is needed right away, especially in a large organization where requirements can change. How have others tackled this issue? What effective solutions or strategies have you found to streamline and clarify the new starter access process?
7 Answers
It can be tempting to just copy access from another user, but be cautious! People often keep access from previous roles, and that can lead to complications down the line. It's important to define roles clearly to avoid access bloat.
We generally take a more relaxed approach and give everyone access to all resources initially. If they find they don’t need something, they can request to have it removed later on.
One quick tip is to ask the hiring manager for another employee who has the desired access, but the more effective solution is to implement Role-Based Access Control (RBAC). By establishing RBAC, you define specific roles, assign access permissions to those roles, and then assign the roles to users. This approach makes it easier for managers to remember what tasks the new hires will be handling.
I agree with the idea of having HR fill out a form or spreadsheet listing the required access. Our standard access setup has changed so often that it’s more like a suggestion now. I've also automated some parts with scripts, but honestly, I don't always remember to use them!
It might help to make your form more detailed, requiring managers to select specific areas within SharePoint that the new starter needs access to. You could also provide some predefined access templates to streamline their choices.
Creating a checklist of required sites and groups for various roles has really simplified the onboarding process. It gives managers a clear guide to select what’s essential, reducing ambiguity and speeding things along.
Standardizing access based on job roles using specific groups is a great strategy. This helps ensure that each role has the access it needs without confusion.
That's a solid point! Copying users can create a mess, especially if they've switched roles multiple times and accumulated unnecessary permissions. Better to start fresh with defined roles.