General Approach to Mapping Workflows

For each the workflows you'd like to map and later create in AccessNow, follow the below steps.

Understand the Process Purpose

Identify the goal and desired outcome of the workflow e.g., issuing a credential, provisioning or removing the access.

Specify what initiates the workflow e.g., a manager’s request, employee request, an employee forgetting a card.

Asses who is able to place the request. Some workflow can only be initiated by specific people.

Break the workflow into sequential steps. For each of the step consider and identify the following elements.

Actor: Who performs the action e.g., employee, manager, system, security team member, area owner, etc. In case of approval or review steps provide the detailed lists of who is responsible for relevant credential type or area approval.
Action: What is done e.g., submitting a form, approving a request.
Data Captured: What information is required to complete the step e.g., employee details, police report number, etc. Identify all required form fields and their type. For drop down and search lists provide their content. For choose fields define what choices can be made.
Decisions: Does the step require a decision e.g. Approve, Denny, Amend. Of so what are the conditions or branching logic (e.g., approval required or not). Detail who makes the decision, how it occurs, and any escalation paths.
Integrations: Note connections with external systems (e.g., HR, Gallagher Command Centre or Visitor Management).
Notifications: Identify if the step requires notifications to be sent and to who.
Time Constraints: Include deadlines or automated actions (e.g., 7-day response period, request auto-approval).

Note any deviations or exceptions from the main flow.

Describe what happens upon request rejection, need for amendment or if a system call out fails.

Define the final result of the workflow e.g., credential activated, access provisioned or removed.

Define what data is logged for auditing or reporting purposes.