Service Automation Suite connects IAM to the wider employee workflow. Use a matrix in Service Automation Suite to relate roles to access, assets and tasks, for example. Combine those rules with current HR and TOPdesk data and agree who maintains the matrix. This determines the changes and actions needed.
Service Automation Suite · Central coordination
Lifecycle matrix, form & exceptions
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Use the HR change and current person, access and asset data. Forms or reviews supply missing information and exceptions.
Let the matrix define the route
Service Automation Suite applies role profiles, conditions and effective dates. Start or update the TOPdesk change with appropriate activities for HR, IT and facilities.
Execute, confirm and update
Connect account and group actions to asset handover and confirmation. Include ValidSign signing and file storage where needed. Return outcomes to the activities.
Complete the loop with HR
Once the account is created, write agreed account data or status back to AFAS or the chosen HR source. The TOPdesk activity receives the same outcome. HR and IT no longer need to copy or chase confirmation separately.
View the complete employee lifecycle
Documents & follow-up
Signed, but the file is still empty?
Let signing trigger follow-up: retrieve the document, update records and check processing.
Service Automation Suite · Central coordination
Combine data and apply rules
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Information & trigger
Relevant data or workflow status
Follow-up & feedback
Update, execute and record outcomes
Identify the record
Connect the document or reference to the right request and people.
Execute the agreed step
Use the available document or signing function and pass only the necessary data.
Start follow-up work
Return the relevant status and connect the next activity to the same request.
Coordinate actions
Turn a decision into completed work.
Connect a request or discrepancy to a workable process. Let people decide where needed and systems execute the agreed actions.
Service Automation Suite · Central coordination
Combine data and apply rules
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Information & trigger
Relevant data or workflow status
Follow-up & feedback
Update, execute and record outcomes
Define the starting point
Choose the request, change or discrepancy that needs follow-up and who decides.
Connect people and systems
Coordinate approvals, manual tasks and available system actions.
Record the result
Record which steps are complete and where someone still needs to act.
Sign for equipment
Equipment handed over. Receipt confirmed.
An employee joins or changes roles. Connect the HR change to a laptop or phone handover and request digital confirmation of receipt, for example through ValidSign. Service Automation Suite brings the employee, asset, document and follow-up together. Configuration follows your rules and the available interfaces.
Service Automation Suite · Central coordination
Connect assignment, handover and signing
Combine the data with your policy, risk assessments and checks. Request information or a decision where needed, track actions and record the outcome.
Start with the employee
Onboarding or role change and agreed equipment
Confirmation & records
For example, digital signing and evidence linked to the asset
Define the equipment handover
Use employee and role data from the chosen HR source. Check the assigned equipment, required approval and handover owner. Link employee and asset to the same request or activity.
Request confirmation of receipt
Prepare a receipt or equipment loan declaration with the correct employee and asset data according to your rules. Start a signing request in ValidSign, for example, and track the available signing status. Sending a request does not mean receipt has been confirmed.
Store evidence and follow up exceptions
After confirmed signing, store the document or its reference with the correct asset and record, for example in TOPdesk. Assign an owner to declined or expired requests and missing data. Configure feedback to HR only where available and agreed.
How Service Automation Suite connects data and execution
The work between your applications
Request sent. Confirmed too?
Service Automation Suite connects ValidSign with your other applications, people and rules. Keep data aligned, work moving and outstanding actions visible.
A change, request or alert
Service Automation Suite
Data, people, assets and relationships on one foundation.
Compare
What exists? What should exist?
Determine what is needed
Matrix · policy · legal requirements
Coordinate the next steps
Checks · tasks · approvals · actions
Execution ↔ feedback
Your people and tools
For example. Also with other teams, suppliers and applications.
Verify. Inform. Report.
What is complete? Who needs to act? Which exception needs attention?
Start with one integration, register or check. Build on the same data and rules.
Combine into one controlled process
Data → rules → execution
Combine
Request + document + case file
Determine & check
Check data and choose the right route
Execute & report back
Create document or signing request · Process outcome · Update case file
Check sources and rules, test changes and track the outcome. Manual tasks get an owner and confirmation.
Build visually. Manage easily.
Reuse building blocks, adapt your process and test the change. Manage it yourself, together with us or let Scope4mation take care of it.
From product to process
How to use the integration
Request → signature
Start the agreed signing process and follow up its available outcome.
Supply the complete document
Bring the document and all required source-system information together. Supply the complete document for signing and link the outcome to the right case file.
Handover & return
Connect staff changes to equipment handover and confirmed return.
Connect work across your applications
What would you like to connect ValidSign with?
Choose the role in your workflow. Explore applications from the scenarios and further directions to discuss together. We define the data, actions and available interface for each combination.
Connect ValidSign with your other applications. Automate the work between them and stay in control.
Process & control
Less manual work
Connect ValidSign with HR, IT and suppliers. Automate the flow of data and actions.
Control over execution
Define rules, follow up exceptions and verify the outcome.
Purposeful data sharing
Decide which data to share, with whom and under which conditions.
Autonomy & choice
Your applications, one process
Combine ValidSign with the applications that fit your organisation.
Direct access to the makers
Work directly with Scope4mation: Dutch technology, process expertise and support in one team.
Room to adapt
Reuse your configuration and keep process knowledge transferable as systems or rules change.
Build & operate together
Start small, build further
Start with one use case and reuse the building blocks for the next.
From idea to practice, together
We help with configuration, exceptions and handover, starting from your daily practice.
Operate it your way
Operate it yourself, together or with us. Agree on clear responsibilities upfront.
Under the hood
This integration, step by step.
How we configure this example
Return a signed document to its case
Connect and retrieve
Use the available ValidSign API to retrieve the selected signing request and status or receive a supported status notification.
Find the correct record
Retain the signing request reference alongside the case or TOPdesk number. Check the status belongs to the correct document and recipients.
Execute the agreed action
After confirmed completion, retrieve the signed document and available evidence. Save them to the agreed case and start the corresponding follow-up.
Verify the outcome
Verify that the document is actually stored in the target system. Expired and declined requests need separate follow-up; repeated notifications must not duplicate attachments.
In this integration
Identification
Signing request, document and case reference
Data
Signing status, file and available evidence
Feedback
Stored signed document
Beyond the first integration.
Use the same data and rules in your next process.
Start with one use case. Connect customer, employee and asset data, for example, and agree which source is authoritative. Reuse those relationships, a matrix where needed and configured actions in the next workflow. Agree who maintains the data and rules. Expand without repeatedly connecting and maintaining the same information.
Signature declined. Keep the process moving.
A request awaits a ValidSign signature. Declining, expiry and technical failure each need different handling.
Combine
Link the request, signing request and document. Read the available status and apply agreed conditions to determine the next action.
The outcome determines what follows
Signed: process the document and confirm the activity. Declined: route the reason to the owner. Temporary technical failure: retry only under the configured error rule.
The benefit
Appropriate follow-up for each outcome without counting a sent signing request as completed work.
Temporary access, with the end handled too.
Additional access is approved for a limited period. A checkbox alone does not preserve why, for whom and until when.
Combine
Connect identity, approval, expiry date and the available access action. Reuse the same data for a scheduled follow-up check.
The outcome determines what follows
Revocation confirmed: record the result. Extension requested: ask for a new decision. Not revoked: raise the exception with the authorised group rather than silently completing it.
The benefit
Fewer forgotten exceptions and a traceable relationship between approval and actual access.
A different name does not mean a new record.
A person or organisation has a different name in the source than at a customer or supplier. Matching text again can create incorrect or duplicate relationships.
Combine
Retain verified identifiers and source rules in a shared table. Reuse the relationship for requests, tickets and other integrations.
The outcome determines what follows
Known key: use the relationship. Multiple candidates or a missing identifier: request review. Once confirmed, reuse the established relationship.
The benefit
A consistent data foundation managed by your team instead of investigated again for every connection.
Your process needs more than a standard action?
Configure the missing API request, input and output in API Composer. Use its response in the next step and combine it with data tables, forms and automations. Extend the same product and reuse the configured building blocks.
Use Service Automation Suite to update a ticket in TOPdesk, for example, with fields available through its API, such as category, priority, status and support group. For another application, configure its request and field mapping. The outcome determines the next action: confirm, add information or request review, not merely check whether the request arrived.
Need to publish data or let others submit it? Endpoint Composer exposes a configured Service Automation Suite data object with selected methods and security profiles. Other building blocks handle subsequent processing.
From product to workflow
ValidSign in your workflow
Pull up a chair. Or join us online.
Over coffee, tea or online: tell us what you are working on.
We can help with the integrations, automation and coordination your process needs, even if your application is not listed yet.
