Adaxes Approval-Based Workflows

Overview

• Approval-based workflows in Adaxes allow secure delegation of tasks in Active Directory (AD), Exchange, and Office 365.
• They are useful for maintaining control while delegating responsibilities, such as user creation to HR.

Business Rules

• Operations are submitted for approval using business rules.
• Creating a Business Rule for User Creation:
  • Trigger the rule before creating a new user.
  • Add an action to send the operation for approval.
  • Specify approvers (specific users, group members, or managers).
  • Set conditions for when approval is required (e.g., job title contains 'supervisor').
  • Assign business rules to all objects or specific groups.

Approval Process

• User Creation:
  • Fill a form to create a user.
  • If conditions are met (e.g., job title is 'Supervisor'), the operation requires approval.
  • Operations are listed as 'awaiting approval' and can be cancelled if needed.
• Approver's Perspective:
  • Receives an email with operation details for approval.
  • Customizable email content.
  • Approve with a few clicks.

Multi-Level Approvals

• Configurable by adding additional actions for sequential approvals.
• Example: First approved by IT staff, then by the new user's manager.

Self-Service Use Case

• Delegating Membership Requests:
  • Users can request membership in distribution lists, subject to owner approval.
  • Configured via business rules triggered before adding new group members.

Additional Applications

• Approvals can be added for various operations:
  • Modifying user account properties, resetting passwords.
  • Assigning/revoking licenses, restoring deleted objects.
• Can apply to automated operations by Adaxes (e.g., onboarding procedures).

Complex Approval Scenarios

• Use PowerShell scripts for dynamic approver lists.
• Employ submitForApproval method in scripts to define approval criteria.

Benefits

• Widens delegation possibilities while retaining control.
• Reduces time spent by higher authorities on executing tasks.

Conclusion

• Approval-based workflows ensure secure and controlled delegation of tasks within AD, Exchange, and Office 365.
• They are versatile and can be customized for specific organizational needs.