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Microsoft Entra lifecycle workflows: Simplifying the JML process

Efficient workflow automation is crucial for organizational efficiency and security. Automating the JML (Joiners/Movers/Leavers) process with Microsoft Entra Lifecycle Workflows minimizes human errors and enhances operational efficiency. This guide provides a step-by-step approach to setting up lifecycle workflows in Microsoft Entra.

Why automating JML processes is crucial for organizations?

The efficiency and safety of an organization are significantly impacted by its JML process. It is a waste of resources when a new hire enters the company or an existing employee changes roles and they do not have access to the necessary services and tools to start working. Additionally, accounts should be canceled and access permissions to data and services should be revoked when an employee quits the organization. If not, there is a risk to security. As we can see, it’s crucial to ensure organizations have strong, effective JML processes in place. The process might not produce the desired outcomes if it involves a lot of physical labor and human dependency.

Advantages of Microsoft Entra lifecycle workflows:

  1. Effective onboarding and offboarding: Lifecycle workflows ensure that newly hired employees have the resources and access they need right away by simplifying the onboarding process. Similarly, automated offboarding processes rapidly withdraw access for departing employees.
  2. Time-saving automation: Lifecycle workflows decrease the amount of time spent on manual provisioning and deprovisioning procedures by automating duties associated with user lifecycle management. This improves operational efficiency.
  3. Error reduction: Security risks can arise from issues in manual processes. Lifecycle workflows improve accuracy and compliance with company rules by reducing errors in repetitive tasks.
  4. Seamless troubleshooting: Administrators can troubleshoot errors more efficiently with access to workflow history, making it easier to identify and resolve issues at every stage of the user lifecycle.S

Steps to establish a lifecycle workflow in Microsoft Entra:

  1. Log in and access lifecycle workflows:
    • Log in as a lifecycle workflows administrator to the Microsoft Entra admin center.
    • Navigate to “Identity governance” and choose “Lifecycle workflows.”
    • Click “Create workflows.”
  2. Select a workflow template:
    • Click “Create a workflow” and select a template that matches the requirements of your company.
  3. Configure workflow details:
    • On the “Basics” tab, give the workflow a unique name and description.
    • On the “Configure scope” tab, provide the trigger type and the workflow’s execution requirements.
  4. Set up rules:
    • Define rules under the “Rule” section by providing values for property, operator, and value.
  5. Review and add tasks:
    • By clicking “Add task” on the “Review tasks” page, you can add tasks to the template and enable or disable them as needed.
  6. Finalize and create:
    • Analyze the workflow configurations under the “Review and create” tab.
    • Select “Create” to start the workflow, then decide whether to enable the schedule.
  7. Manage the workflow:
    • Use the three key sections to manage the process after creating the workflow: Basic information, My feed, and Quick actions.

Microsoft Entra utilizes lifecycle workflows to simplify user lifecycle management in your organization. These workflows are designed to manage repetitive operations related to user onboarding, offboarding, and other lifecycle events. You can create a system that manages these processes effectively and saves you time and effort by following these specific steps.

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