Do not let validation circuits be a neglected subject that falls by the wayside. They play an essential role in the effectiveness of validation processes within your company.
Each request requires validation from the various stakeholders such as managers, financial managers, HR, etc.
However, without a validation process, processing these requests can take a long time and lead to costly errors. This is where the validation workflow comes into play.
What is a validation workflow?
The validation workflow is a process that allows companies to structure and automate requests and internal or external validations for effective and secure decision-making.
It can also be called a validation workflow or validation cycle, because it involves several people who are responsible for approving or rejecting requests that pass through a process. This is a central element to ensure the consent of each party and especially the right people.
It allows to know if the right people have been integrated into the validation process and that they receive all the necessary information for a thoughtful decision.
The goal is to improve the company's productivity by having a clear vision of the validation steps.
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What are the benefits of a validation workflow?
- Shorter deadlines: automated processes accelerate approvals and reduce information processing times.
- Clear and universally known process: resource allocation is carried out in a structured and automated manner. Users will no longer go directly to the purchasing or IT department to make their requests.
- All the information is available: all the information about the user, the manager, and the requested resource is known to your IAM solution, the decision-making for the validators is simplified, and the creation of the resource is done in one click.
- Provides good traceability: we know who requests, who validates, who creates the resource, and for which user.
- Improved security: by providing a structured framework for approvals, the risk of error is minimized.
- Request tracking: The manager has a clear view, knowing whether the request is approved, rejected, or pending validation.
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How to set up a validation circuit for your activity?
To implement an effective validation process, a specialized tool such as IAM (Identity and Access Management) tools is required. These tools are recommended because they are designed to manage the lifecycle of identities and access within a company. Workflows are configured in IAM tools using validation rules defined by the company.
Let's look at the 6 steps to create the validation workflow:
1. Validator group
The first step involves creating validator groups. Hold a meeting with people from finance, HR, management or the IT department to determine how many validator groups are needed. Validator groups should be made up of relevant people; there's no need to put an entire department in these groups.
Validator groups are authorized to approve or reject requests they receive from managers.
Suppose a validator group for financial resources has been set up, it is made up of several people from the finance department who will have to deal with requests concerning the financial aspect.
2. Minimum number of validators
Once the validator groups have been decided, you must choose how many validations are required for a resource. Logically, if the resource is very complex and allows precise and sensitive access to company data, then you will need to set a high minimum number of validations to ensure security.
On the other hand, if an employee just wants access to a resource allowing them to communicate with their teams, then the minimum number of validations will be lower.
3. Validation workflow
The next step involves creating validation workflows. It is at this point that you decide which validator groups will need to validate resource requests. Depending on the relevance of the resource, one or more validator groups may be required to approve the request. With these workflows, each resource can be assigned to the appropriate validator group, thereby reducing the risk of potential errors.
4. Eligible resources
It is up to you to define which resources can be requested independently by managers. Not all resources need to be included. Software that provides important strategic information for the company or that is reserved solely for the executive committee should not be accessible for manager requests.
5. Link your workflows to your resources
Once the validation process and eligible resources have been set up, you will need to link them. For each resource, you will decide which validation process it must go through in order to be validated or not.
For example, for resources subject to contract negotiations, the request will go through the validation circuit where the financial validation groups are located.
6. Define the managers
Finally, for each resource, you assign one or more managers whose role is to close the validation workflow by creating/assigning the requested resource. At this stage, they will send the credentials to the users.
They will validate the creation of the resource, which will automatically send an email to the manager to notify them of the end of the workflow.
Conclusion:
The automatic validation workflow must be taken into account for your activity in order to increase productivity. By adopting this process, you eliminate delays and long processing times. In addition, by providing a structured and centralized framework, you reduce the risk of human error and ensure optimal compliance. That's why an IAM tool should be considered; the solution we offer with Youzer addresses the issues of entitlement management. You can see for yourself how the validation workflow works via a demo.
