IAM & employee processes · Service Automation Suite
HR has processed the change. Access, a laptop and service tasks do not follow automatically. Service Automation Suite connects your existing systems so each team need not start again.
Sound familiar?
The start date is known, but the account and laptop are not ready.
Service Automation Suite turns the HR change into an account in Microsoft Entra and handover tasks in TOPdesk, for example, using your matrix.
HR and IT can see what is ready and what still needs attention.
New access is added while old permissions quietly remain.
Service Automation Suite compares the new role with current assignments and adds or removes Entra group memberships, for example. Exceptions follow your approval route.
Access that is no longer needed becomes part of the same change.
The account is closed. Who follows up the phone, laptop and outstanding tasks?
Service Automation Suite connects the end date to access changes and return tasks in Microsoft Entra and TOPdesk, for example. Confirmed outcomes are written back.
See what is actually complete and trace decisions and execution.
Connecting your tools
In Service Automation Suite, use a matrix to relate roles to access, assets and tasks, for example. Service Automation Suite combines those rules with current data from AFAS or Youforce, for example, and compares them with existing assignments. Agree who maintains the matrix and how changes are checked.
Not a solution only its builder understands. Together, we define data relationships, mappings and rules for reuse in future processes. We agree who tests and maintains them so a colleague can take over.
Your process leads
Other tools? We review the capabilities, APIs and permissions in your environment. Your existing systems remain where you work.
From plan to delivery
The integration is one part. The surrounding agreements make it work.
A change does not specify who needs which access, equipment or approval. Together, we define that using a matrix, source rules and an owner for exceptions. Service Automation Suite connects those decisions to actions and feedback.
Yes, with a defined employee workflow and your existing IAM tools. We assess the data and permissions needed and include checks on access revocation and equipment return.
Mesdag
Mesdag uses Service Automation Suite/Qixium as an IAM orchestration platform to bring policies, assignments, exceptions and fulfilment together in a verifiable process.
Read the customer storyPolicies, assignments and exceptions brought together.
Cosis
Cosis uses Service Automation Suite as a central orchestration layer for joiners, movers and leavers across HR, IT and support services.
Read the customer storyHR, IT and support services in the same workflow.
NVM
NVM brought HR and IT together in one standardised employee process, managing permissions, mailboxes, laptops and access through personnel changes.
Read the customer storyAccess and assets driven by employee changes.
Start with what is stuck today
The first working day, a role change or the last laptop still awaiting return? Bring one situation and we can identify the first step to connect.
From question to execution
HR has registered a new employee. IT and facilities need the same data for access, a workplace and assets. Without a connected workflow, teams re-enter information and chase each other for progress.
Use Service Automation Suite to connect your existing HR, identity and service systems. Service Automation Suite reads the start date and role from HR, for example, and applies your configured matrix. This can produce an account action in Microsoft Entra and handover tasks in TOPdesk, for example. Connect required approvals, receipt confirmation and any signing to the same request.
The same data coordinates the different teams. Service Automation Suite processes confirmed results and writes back the agreed outcome. You need not organise onboarding separately in every system, and outstanding tasks remain visible.
The role is known, but someone still needs to determine the required accounts and groups and where approval is needed. Separate requests repeat the same decisions.
In Service Automation Suite, link role and department to a managed profile. Service Automation Suite compares desired access with existing records and executes approved actions, such as account creation and group membership changes in Microsoft Entra. Configure permissions, available API actions and checks for each environment.
Apply the same rules to every employee with that profile. Feedback shows which access changes were processed and which actions need review without manually checking every assignment.
Closing an account is not enough when someone leaves. Group access, assigned assets and outstanding work also need attention.
Service Automation Suite reads the end date from HR, for example, and retrieves related accounts and assets. The configured workflow blocks or revokes access, starts return tasks in your service tool and processes receipt confirmation. Missing assets or failed actions follow the agreed follow-up route.
Access and returns are handled using the same employee data. See what has actually been confirmed and what remains outstanding; a closed account does not automatically complete the whole departure process.
Employee records and actual access can diverge. Adding new permissions alone does not remove old assignments.
Connect current source data, the matrix and existing accounts in Service Automation Suite. Service Automation Suite determines agreed differences and converts them into additions, changes or revocations, for example through Microsoft Entra. Configure review or approval routes for discrepancies.
Update selectively instead of assigning everything again. Processed responses show what succeeded and which differences still need follow-up.
A missing manager or unusual request does not fit the standard workflow. Teams need to know who must supply information before access can be granted.
In Service Automation Suite, define required data and approval. If an approver is missing, for example, hold that step and send a question or task to the configured handler through TOPdesk, for example. Once completed, the workflow checks again whether execution is permitted.
The request has a concrete next step instead of an unclear error. Required approval is not bypassed, and the review can be traced to the executed action.
HR records a change in Youforce. Access, tasks and assets need to follow.
Service Automation Suite matches employee changes to profiles and rules. Agreed actions go to TOPdesk and Microsoft Entra, for example; approvals and exceptions remain part of the workflow.
Check feedback and see what is complete and what needs follow-up. Available permissions and system functions determine the configuration.
HR records a change in AFAS. Access, tasks and assets need to follow.
Service Automation Suite matches employee changes to profiles and rules. Agreed actions go to TOPdesk and Microsoft Entra, for example; approvals and exceptions remain part of the workflow.
Check feedback and see what is complete and what needs follow-up. Available permissions and system functions determine the configuration.
A start, role change or departure needs action from several teams.
HR supplies the change. Profiles and rules define accounts, access, assets and service tasks. Service Automation Suite connects execution and feedback.
See what is complete and which exceptions still need follow-up.
Your process leads. The tools can vary. We configure connections around the capabilities and permissions in your environment.
Explore all integration examplesOne foundation. More possibilities.
Configure data exchange, the matrix and follow-up actions in one environment. Service Automation Suite does not replace your HR, identity or service tool: connect what those systems know and can do, and fill the gaps between them. For example:
Service Automation Suite connects an HR employee number to an account ID and service-tool person record, for example. Manage that relationship centrally and reuse it for access, assets and feedback. Each new integration need not match names from scratch.
Define in Service Automation Suite that a role needs certain groups and a laptop, for example. Service Automation Suite translates the profile into account actions and handover tasks. Manage changes to the rules in the same place rather than in separate integrations.
If a required approver is missing, for example, configure Service Automation Suite to hold that step and route a question or task to HR through your service tool. Once completed, Service Automation Suite checks again whether the step may proceed. The request stays actionable without bypassing required approval.
Service Automation Suite compares existing assignments with the new profile. Add or revoke group access in Microsoft Entra, for example, with approval where required. This handles access that no longer fits, not just new permissions.
Use the departure date to have Service Automation Suite revoke access and start return tasks for assigned assets, for example. Process receipt confirmation in the records and follow up missing assets. A closed account does not hide a laptop still awaiting return.
Service Automation Suite processes connected-system responses and employee confirmations. Link the outcome to the original activity in TOPdesk and write agreed data back to HR, for example. This lets you retrieve requests, approvals and execution for an audit; a sent command is not yet a completed action.
Relationships, mappings and process agreements have a recognisable place in the same environment. Colleagues can follow configuration and processing without first reconstructing the original builder’s personal approach.
Your process keeps evolving after go-live. Handle an extra field, changed owner, new exception or small workflow change from the same foundation: adjust it, review the impact, test it and track processing. Agree who manages it, who reviews changes and when our support is needed.
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.
A request awaits a ValidSign signature. Declining, expiry and technical failure each need different handling.
Additional access is approved for a limited period. A checkbox alone does not preserve why, for whom and until when.
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.
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.
Build it yourself: explore the technical approachNeed 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.
