Automatic provisioning of employee accounts with Entra ID (formerly Active Directory)
In a world where digital access and data security are increasingly important, provisioning is an essential process. It ensures that employees have proper access to systems, applications and data based on their role within the organization. Integrating your HR system with Entra ID (formerly Azure Active Directory) allows you to fully automate this process and eliminate manual work. But what exactly is user provisioning and how does it work?
What is provisioning of (user) accounts?
Provisioning refers to the process of creating, managing and deleting user accounts for users, in this case employees. There are different types of provisioning such as server provisioning, cloud provisioning and user provisioning. In this particular example, we will discuss user provisioning in more detail.
User provisioning
User provisioning also known as account provisioning is a process within Identity & Access management. User provisioning is the technology that ensures that user accounts in your organization’s IT infrastructure are automatically created, disabled and modified for employees. Automating this step will save your organization a lot of time and prevent mistakes. User provisioning involves the following processes:
Employment
When a new employee starts, a user account is automatically created and provided with the appropriate access rights based on their position and department. This gives them access to the systems they need from day one.
Promotion
When a promotion occurs, access rights and account settings are changed immediately, giving the employee access to new tools, systems or responsibilities associated with their new position.
Exit
When an employee leaves the organization, their account is automatically deactivated or deleted. This ensures that unauthorized access is prevented and company data remains protected.
Changes to personal information
When personal changes such as marriage or divorce occur, the display name and email address are updated (if necessary) to remain consistent with current information.
Department Changes
When transferring to another department, permissions are automatically adjusted so that the employee can only access the relevant systems and files.
Temporary replacement
If an employee is temporarily replaced (for example, during maternity leave), the necessary access rights can easily be assigned to the replacement for the duration of the replacement.
Security updates
When security policy changes occur, access rights can be widely updated to meet the new requirements.
Provisioning with Entra ID (formerly Azure Active Directory)
There are several applications for Identity & Access management, Entra ID from Microsoft is one of the most widely used. For this reason we at KoppelHet have chosen to specialize in this field and develop different Integration solutions for Entra ID.
Automate user provisioning by integrating your HR system with Entra ID (Formerly Azure Active Directory)
Provisioning in Entra ID works through Integration with source and target applications. In every organization, employee registration takes place in an HR system. Integrating your HR system with Entra ID allows you to fully automate the process of provisioning, with this we ensure that:
Source data from the HR system automatically retrieved
Integration ensures that information from the HR system, such as new employees, job changes or departures, is automatically retrieved and synchronized to Entra ID.
Automatic user creation
Based on this data, accounts are automatically created in applications such as Microsoft 365, Salesforce, or other business tools you use as an organization.
Rights and roles are assigned
Integration ensures that employees have access to the right applications depending on their function and department and the dynamic group within Entra ID.
Changes are made
Job or department changes in the HR system are made in real time in Entra ID and its linked applications.
Accounts are deactivated
Upon retirement, the account is automatically deactivated, immediately revoking access to systems.
KoppelHet and provisioning in Entra ID
At KoppelHet, we offer standard Integration between commonly used HR systems such as AFAS, Visma Raet, Nmbrs, Workday, and more with Entra ID. Our platform facilitates provisioning by:
- Easy Integration Implementation.
- Extensive reporting and monitoring capabilities.
- Flexible configurations & settings tailored to your organization’s processes.
- Thanks to our experience with organizations such as War Child, Decathlon and Budget Home, we provide reliable and secure integrations that support your business processes.
Want to know more about provisioning in Entra ID or our Entra ID Integration?
Contact us and schedule a no-obligation appointment to discuss your options.
Mike Fraanje
Integratie specialist
