No more waiting for access with PortalTalk

In our video Chris, Marketing director at Pardalum, shares his story about what PortalTalk means to him and his team. It used to take him and his team ages to get the right access to applications. Because of the waiting, his team started using cloud applications without involving the IT department. The job has to be done!

These days, Pardalum uses PortalTalk. Employees can request access using a simple wizard. Manager can approve and manage their access .

With PortalTalk they work more productively and they don’t need to use unauthorised cloud applications to get the job done. Their IT-department has been of great help providing this self-service functionality.

Find out more, watch the video:

PortalTalk video

Self service access control

Do you want to reduce the amount of time your IT department spends managing user access to applications and SharePoint sites while providing users with an improved service? PortalTalk helps you do just that.

These days, users can start using cloud applications without involving the IT department and they like the speed and ease of use that this self service provides.

The problem is that your organisation then has no control over where documents and data are being stored and who has access to them.

PortalTalk provides self-service functionality so that Business Managers can grant internal or external users access to applications or SharePoint sites. The IT Department sets the rules by which access can be given and managed.

PortalTalk gives end-users the self service functionality and speed of service they want and the IT department the security and control it needs. You improve security and governance while providing end users with better service.

Watch our video for more information!

How to withdraw your access on time?

In the previous blog we talked about simply handing out rights and collaborate with external parties with projects. The distribution of rights and permissions is only one side of the story. It is the trick to withdraw the undistributed rights at the right time again. In this blog the Bhold granted ‘attestation’ functionality will be discussed.

A decisive organization by attestation

The distribution of rights and permissions by managers is beautiful. Actually, the option to withdraw these rights in time is one of the conditions to give people user rights in the first place. As managers know exactly what is happening on the floor and can dispense the access rights, they also know when the rights can be revoked. By asking department managers or project managers to do this, it saves the IT department a lot of time.

Go to attenst1. The relevant manager will periodically (say every 60 days) get an email asking them to attest. This time it is about the Charleston Flood Protection Project. To certify the manager Right click on the project and then the Certificate button.

 

2. Then the manager will get a list of the members of the project.alle deelnemers in dit project

 

 

3. The Charlverwijder toegang van gebruikereston Flood Protection Project is in the evaluation phase. Petra Simons is done with her work and access to this project can be withdrawn. Clicking on the name Petra and then ‘Revoke’ the team rights have been revoked.

 

 

pas rechten aan

4. Then the manager will be asked to walk through the roles of the project team. He can withdraw the rights granted here. Now this is a long list of roles, but this list can be filtered by entering a name.

 

rechten filteren op een persoon5. By using this filter, the manager gets a clear list of all the rights of the particular individual. Click ‘Finish Attestation’ and you get back in control of your projects.

 

 

In a few minutes a manager makes sure that your organization remains in control of the granted accesses and rights. In this way, IT can demonstrate that the rights are not only distributed in a responsible manner, but also that the rights can be withdrawn in a responsible way. With extensive reports, IT is able to monitor all access.

Case Study: Working with external parties in SharePoint

In the previous blog we talked about a solid Identity & Access Management that a secure and flexible collaboration allows. This article shows you how, based on a reliable system IAM, you can easily collaborate effectively with external SharePoint users

 

Welkomportaal

1. Pardalum is a fictitious construction company. They have 250 internal users, working closely with various partners and sometimes take a freelancer at specialized tasks. Nathan Jones is Account Manager and has just achieved a new mission to perform maintenance at the Golden Gate Bridge. A big job that Pardalum is going to perform with her partner Ipsum Company and a freelancer, James Porter. To start the cooperation, Nathan creates a project in SharePoint from the Pardalum welcome portal.

 

Nieuw project aanmaken2. By clicking on the green tile ‘Projects’ Nathan can start a new project. He gives the name Goldon Gate Repairs and choose the template ‘Project site’. In this template the appropriate settings and site structure is already set. By clicking the ‘next’ button it creates a new SharePoint project site with the corresponding template. Within a few minutes, this is all created.

 

manager toewijzen aan project

3. Nathan then asked to assign a manager to the site. In this case, Nathan introduces himself as a manager, but in some organizations this could be the project manager itself or be an employee of the office project.

 

Nieuwe project in welkomportaal

4. Nathan clicks ‘finish’ and within seconds a new tile appears in the welcome portal of Nathan.

 

 

 

edit tile

5. As you can see, the tile of the Golden Gate Repairs project does not have a pretty picture so the project is not yet quickly recognizable. Nathan right-clicks on the tile and choose ‘edit tile’. Then he chooses a picture of the Golden Gate Bridge and click’ next ‘.

 

right click add users

6. The project now has a recognizable picture, but until now Nathan is the only one with access to the project. Nathan is the site manager, he can add people to the site by again right-click and choose “Add user.”

 

 

Add new users and submit emailadres

7. He starts with his colleague Roeland van den Berg who will carry out the implementation from Pardalum. Petra Simmons of Ipsum Company is also involved in this project. There is a bond of trust between Pardalum and Ipsum so that Nathan can choose from Petra’s list of known users. Pardalum will work for the first time with freelancer James Porter. For that reason, Nathan uses the email address of James and asked if he would like to add it as a new user.

 

onderscheid verschillende personen8. We are working with icons to ensure that the site managers will keep an eye on who they add. The green represents an employee, the blue a partner and the red one a new partnership, so beware!

 

 

automatische invite aan ZZP'er

9. Just a note about the role of James Porter. James is a freelancer and only uses his outlook.com email. Nathan has just invited him with his address. James will receive an automatic email. It states that he has been invited to participate in the collaboration portal Pardalum. From this portal, he has access to the Golden Gate Project and any relevant applications that come with it.

 

welkomportaal voor ZZP'er ziet alleen waar toegang is10. Because James has already logged in at outlook he can by clicking on the link with Single Sign On to the Pardalum portal. Here he finds all applications where James has access to. Pardalum has chosen everyone with whom they work to give access to their Yammer environment, allowing James to see the Yammer app. By clicking on the project James can start to cooperate and work into the planning.

 

Nathan has now established a safe and efficient cooperation in just 5 minutes. All correspondence, documents and schedules are neatly put into the Pardalum SharePoint environment and IT continues to maintain an overview.

Now managers can easily add people, but the important thing is they can also remove them on time. The next blog we will talk about this more in depth.

Identity & Access Management is for the business

The main challenge for IT and security professionals is to empower their colleagues with the access and tools they need, while at the same time retain control. This seems like an impossible job to do. At PortalTalk we feel like this is the key to good Identity and Access Management. When you don’t empower your colleague’s with the right tools and access, they will start using cloud applications. Company’s data will be out of sight. The only way IT will retain control is by empowering colleagues.

A solid Identity and Access Management is the key between your business and the solution to create a safe cooperation. A healthcare facility is an interesting example. Healthcare institutions have internal departments that use a large number of applications and there are a huge number of processes and users. In addition to this, the health care institutions also collaborate with external organizations. If the entry per person is controlled, there is a jumble of rights and permissions. Elements of the chain cannot communicate with each other and work processes are rather inefficient than efficient.

PortalTalk believes that a good Identity and Access Management system will connect with business processes. The processes can be made more efficient and more flexible if the IAM system supports it. From separate rights and fragmented processes a flow is created, wherein the source is also the input. Where normally the manager asks the IT department to provision an employee, the manager is able to arrange this by himself. Collaboration with external parties is suddenly a piece of cake and also the monitoring of access is well organised. In the next blog we walk through a case where an organisation is working with a partner and a freelancer in one project. The source is the input and does this all alone.

Read the next blog and see how easy it can be to provision your colleagues.

“A well designed set of identity processes and infrastructure will pay dividends for many years to come. Don’t wait. Get started now. PortalTalk can help you!”

Alex Simons, Director of Program Management Active Directory, Microsoft