Applicant Tracking And On-Boarding system

Onboarding Applications and the Users that apply to use them are quite possibly the most critical elements of any Identity And Access Management Platform.

With every App onboarding process, you will need to establish what Users and systems will have access to, and at what level.

Along with this, you will need to establish the protocols for new users submitting requests to gain access to each Application.

App onboarding will require you to consider the primary users, privileged users, what privileges are available, system users, as well as any other connected applications, databases, APIs, runtime events, or resources.

Getting all of the proper user access and request protocols in place from the start will save you headaches down the road.

Administrators and security managers will be able to easily monitor and audit the governance of the entire user base and Application lifecycle from a single user interface.

Additionally, pulling relevant reports will be a simple process.

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IAM Application On-boarding Questionnaire

Although there are several onboarding approaches, we've found one simple rule to be essential to establishing a consistent onboarding flow.

Since, it's vital that we cover all of our bases when we first onboard a new Application, it's considered a best practice to have a standardized list of questions that the requestor can answer when you, or they are first setting it up.

It's always advisable to avoid complex functionality and make things as repeatable, simple, and consistent as possible. Doing so will speed up the time it takes to onboard and provides a safeguard against compliance issues later when you really don't want to deal with them.

In many cases, it's not a bad idea to keep this kind of record as a reference for all current applications as well, even if onboarding has already been completed.

Grab a copy of our IAM Application Onboarding Questionnaire. (Google Form)

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Every newly purchased Application, subscription, system development, or internal Application will need to go through the standard core functionality of the on-boarding process, so getting the basics down upfront, is a great way to avoid conflicts or commonly missed issues. 

Application Onboarding Process

Typical onboarding will require a few universal steps.

  1. A request for a new application will be created.
  2. IAM Admins will review the request and verify the target Application resource requirements.
  3. Define the Application Administrators
  4. Verify the connectivity methods of the Application to your IAM.
  5. The owner will fill out the IAM application onboarding questionnaire.
  6. IAM Team will schedule the implementation
  7. IAM Team will build and test the connections
  8. The owner will work with the IAM team to develop the Request form for First-Time users to request access to the Application and available roles.
  9. IAM team will configure IAM Roles to have access to the Application
  10. IAM Team will provision any initial users with their privilege levels.
  11. If the Application is disconnected from the IAM platform, the Owner and IAM Team will create a protocol for conducting reconciliation audit processes to account for any orphaned accounts or unauthorized access levels with the ability to quickly deprovision applications or accounts if necessary.
  12. The Owner or IAM Team will complete the Application On-boarding.
  13. IAM Team will work with the owner to make any additional updates or changes.
  14. IAM Team, as well as the owner, will maintain the Application along with any compliance requirements.

On-Boarding Best Practices

  • Whenever possible, try and incorporate pre-defined Identity Roles to assign permissions and access to Applications instead of giving it to individual App users.
  • Avoid root accounts whenever possible and instead, enable rotating credentials for system accounts with vaulting.
  • Utilize certifications and periodical audits by the account "Owner" or another user to monitor that every Application is up to date and does not have any orphaned user IDs.
  • Finally, make sure to maintain a dedicated flow protocol with application templates of core features for frequent use cases and scenarios.

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IAM Application Wizard with IDHub

As we've mentioned, care regarding this process is vital to your organization, but it doesn't have to be complicated.

IDHub provides a single platform application on-boarding software to manage application lifecycles across many IDM systems.

We've on-boarded thousands of Applications. So we know the importance and also the frustrations that come along with it.

We've built a user-friendly wizard-based Application for speed and ease of use for administrators throughout the entire process.

Our Admin Module helps users perform single and bulk on-boarding and off-boarding actions using a custom user interface with no technical experience required.

Onboarding Wizard Key Features:
  • Custom Application Attributes
  • Custom Entitlements
  • Custom Request Forms
  • Synchronization Schedules for Connected Systems
  • Auto- Synchronizations of Application Attributes and Entitlements for Connected Systems
  • Trusted Reconciliation Feature to enable User Onboarding for the Application
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Bulk Uploading

Bulk Application On-boarding

Bulk application uploads and user provisioning is a valuable tool for organizations with hundreds of applications who wish to enhance their existing architecture with the advanced IAM functionality

Additionally, for businesses that want to move all of their existing Applications and digital identities to IDHub can take advantage of our interactive bulk application wizard that considers all crucial tasks and concerns. 

Enterprises with many applications to be added at once can use our XLS-based upload wizard to save days or even weeks.

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Identity Self Service and Approvals

IDHub provides a simple solution for successful Application onboarding for Admins, Managers, or Business Analysts who wish to manage the applications themselves without needing to touch any of the network or application code and without the need for help from an IT department.

Regular users are able to;

  • Use or create Application templates
  • Request, or Approve Application Onboarding
  • Build Application Approval rules by a specific Approver Group
  • Perform Synchronizations for Connected Systems
  • Audit, Reconcile and Certify both Applications and Users
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Export or Import Default IAM Application Associations and Versions

On many occasions, we have recognized areas where other services could be improved. Where we see an opportunity to improve the Identity Management protocols, or enhance the application integration process we jump at the opportunity to build solutions that work for our clients needs.

  •  Export Application Information in PDF or JSON for copying entire applications across environments in your organization
  • Edit Applications and Use latest versions of the Application for Access Requests
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