Onboarding workflows can include Provisioning task to notify a task asssignee to create an account/provision access to an application for the newly hired employee. Currently, Provisioning Tasks are only available to be included in your Blissfully teams' Onboarding plans.
Blissfully will also treat completed Provisioning tasks as another data source as to confirm that an employee has access to an application (in addition to G Suite/ other SSO data sources). Blissfully will update the applications' user list with the employee accordingly as well as include the application on the employee's application list.
Provisioning tasks can be directly added to a onboarding plan by clicking the "+ Add Task" button when viewing a team's onboarding plan
Once the "Add a new task" module appears, you can select "Provisioning task" on the left.
Assigning an App to a Team will automatically create a default Provisioning task for the app on the Team's onboarding plan. Apps can be assigned to a team by:
Adding the app to the Team on the Apps tab of the Team Details Page
Assign teams to an App on the App Details page
Assign teams to an App on the Apps page
All Provisioning tasks have a few configuration requirements:
Select App (Required)
Assigned to (Required) - simple tasks can be assigned to different named roles
App IT Admin - the person defined as the selected app's IT Admin on the Apps page or the app's Detail page Note: as a best practice Blissfully recommends assigning provisioning tasks to the App IT Admin role when appropriate
App Owner - the person defined as the selected app's Owner on the Apps page or the app's Detail page
Team Lead - the person set as the team lead for the current team's onboarding plan
Onboardee - the person being onboarded
IT Lead - the person defined as the IT Lead on Blissfully's General Settings page
Specific Person - a specific person at your organization
Specific Team - a specific team that is defined in Blissfully
Workflow Initiator - the Blissfully user who launches the onboarding workflow
Notes for instructions / additional details (Optional) - Can include details for permission settings and account configuration settings
Blockers (Optional) - you can set a task to be "blocked" by other tasks so that it can only be completed once its prerequisites are completed
Start after date (Optional) - you can set a task to start after and only become completable after a certain time
Due date (Optional) - you can set a task to be due by a certain number of days after the workflow launches or the employee's start date
What happens if a provisioning task is accidentally assigned to a role that wasn't filled? For example, you may have a provisioning task for Slack that is assigned to the "IT Lead" role, but the IT Lead role may not have been assigned yet. Don't worry, Blissfully has you covered to ensure that no task goes unassigned!
In the event that a task assignee is not specified or if a role that is not assigned to a person is specified for a provisioning task, Blissfully will automatically assign the task assignee based on the following priority list subject to availability.
Provisioning task assignee
App IT Admin
In our Slack example, if the inputted assignee was the "IT Lead" role and the IT Lead was not set, Blissfully would:
Next assign the task to the IT Admin set for Slack
If the IT Admin was also not set, then Blissfully would assign the task to the App Owner set for Slack
If the App Owner for Slack was not set then Blissfully assign the task to the Team Lead set for the current onboarding plan's Team
If the Team Lead was also not set, Blissfully would default to the final role (skipping IT Lead again) and assign the task to the user who launched the onboarding workflow (the Workflow Initiator)