How CloudEagle.ai's App Access Workflows Work?

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Are you tired of manually managing your employees' app access requests? With the increasing complexity of managing app access across multiple apps in organizations, the risk of unauthorized SaaS access has grown significantly.

According to CyberArk reports, 63% of IT decision-makers admit that high-sensitivity access in their organizations is not adequately secured. Manual app access management processes are neither scalable nor efficient. That’s where CloudEagle.ai’s automated app access workflows make a difference.

Our workflows streamline and automate the process of managing app access requests, ensuring security, compliance, and efficiency—without the manual effort or errors that slow things down.

With CloudEagle.ai, you can easily assign the right people to the right apps while efficiently managing permissions across teams. It also integrates with Slack, allowing employees to request app access directly within Slack for a seamless experience.

Ready to transform your app access management? Learn more about the process below.

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TL;DR

• Managing app access manually is inefficient, risky, and prone to errors, especially with growing SaaS environments.
• Automated workflows like CloudEagle.ai’s simplify app access requests, approvals, and provisioning while enhancing security.
• Features like time-based access, customizable approval policies, and dynamic controls ensure access is always appropriate.
• Slack integration makes requesting and approving app access faster and more user-friendly for employees and managers.
• With CloudEagle.ai, organizations can streamline processes, reduce risks, and maintain compliance effortlessly.

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What are app access workflows?

App access workflows are automated processes that help manage and streamline application access within an organization. With these workflows, you can define rules and conditions that govern who can access specific apps, when they can access them, and under what circumstances.

Key benefits of app access workflows:

• Faster app access: Employees get immediate access to the necessary apps without waiting for manual approval processes.
  

• Reduced risk: Automated workflows minimize the chances of errors, ensuring that access permissions are granted only to authorized individuals.
  

• Improved security: By enforcing standardized access rules and automated audits, you can ensure that only the right people can access sensitive apps.
  

• Simplified audits: These workflows maintain a log with a clear, traceable record of who accessed what, when, and why, simplifying audits and compliance reviews.

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Why does CloudEagle.ai's app access workflows stand out?

Let’s break down how CloudEagle.ai simplifies app access management, ensuring security and compliance while giving employees the right access.

1. Set app access automation

With CloudEagle.ai, you can automate app access management, making it faster and more efficient. You can set rules for granting access, and your employees can request access through the platform or Slack. Requests are automatically sent to the right approver, reducing delays.

Let’s know how this process works:

Control offered entitlements: Not all employees need the same level of access to every app. With CloudEagle.ai, you can define specific access levels for each app based on roles, departments, or projects.

For example, a finance team member may access spend management software while a developer uses coding platforms. With this tool, you can control which licenses, roles, or permissions users can request access to.

Manage visibility: Organizations often face a significant challenge in tracking who can access which SaaS apps. CloudEagle.ai offers a centralized view of all app access within your company. You can manage who should be able to request access to different apps and entitlements based on their department, job title, location, etc., ensuring that only the right people receive access.

Time-based access: Employees sometimes need temporary access to apps for specific projects or roles. With this workflow, you can set access to automatically expire after a defined period, ensuring access is granted only when necessary.

For example, if someone needs admin access for 2 days for a project, it will be automatically revoked after that time. You can also set a maximum duration for certain roles, like Admin, in the workflow. This feature automatically removes access, reducing the risk of former employees or contractors keeping access.

Questions during requests: When employees request access to an app, you can collect additional details by creating forms in the workflow. This ensures that requests are properly documented, making the process transparent and providing a clear audit trail.

You can set specific questions for each application that employees must answer to gain access. This helps in reviewing and approving requests. For example, you can customize these forms with simple questions like, 'What is this access for?' or 'How long do you need access?"

Actions after approval: Once an app access request is approved, CloudEagle.ai automatically grants access. For integrated apps, access is given instantly without needing manual input from IT teams. If an app doesn’t support direct integration, admins are notified to grant access manually. This process ensures no delays between approval and access.

2. Customizable approval processes

CloudEagle.ai can be customized to fit your organization's unique workflow needs. The tool allows you to create different app access approval policies for each app or department. You can set distinct approval policies for various entitlement requests based on factors like employee department, job title, location, etc.

For instance, requests for financial apps may require approval from a department head, while requests for general tools could follow a simpler approval process. This flexibility ensures that both security and operational requirements are efficiently met.

3. Access provisioning & deprovisioning

You can streamline provisioning (granting) and deprovisioning (removing) access through CloudEagle.ai. For non-integrated apps, IT admins are notified to manage access. Access is automatically updated or removed when employees leave or change roles.

4. Dynamic access controls

CloudEagle.ai introduces advanced, context-aware controls for granting access. You can set different access levels, which are:

• Location-based: Restrict access based on the employee's location, limiting it to specific geographic regions or IP ranges. For example, an employee working abroad may have restricted access to sensitive data.
  

• Role-based: Assign access based on roles, ensuring that each user gets only what they need for their job.
  

• Department-based: Grant access according to the employee's department, ensuring they have the necessary tools and data relevant to their specific organizational role.

5. Type of app access

• New access requests: Employees can easily request access to new apps, and the system automatically routes the request to the relevant approver. Approvers are notified and can review the request before granting access per the workflow.
  

• Change access requests: Employees can also request changes to their current access, such as modifying their permissions when they change departments. Approvers review these requests according to company policies to ensure proper access management.
  

• Privilege access requests: Employees can request access to privileged roles, such as admin, with stricter approval processes and limited durations to ensure tighter control over sensitive access.

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How can users request app access in CloudEagle.ai?

Requesting access with CloudEagle.ai is quick and easy. However, before you get started, follow these simple steps outlined below:

Step 1: Log in to CloudEagle.ai

Log in to CloudEagle.ai and go to the “Access Management Module.” Click on “Access Requests.”

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Step 2: Set up access automation

Click “Build Automation” in the “Access Requests” tab to start configuring workflows for automated access requests.

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Step 3: Configure access settings

• Applications & entitlements: Define apps and associated entitlements (e.g., license type, roles, departments).

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• Visibility: Set visibility to ensure only relevant stakeholders can view and act on requests.

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• Time-based access: Set time limits for temporary access if needed

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• Questions: Add a questionnaire for requesters to gather necessary details upfront.

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• Actions: Define approval workflows or automate access through tools like Okta.

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You can customize each step of this workflow to align with your organization’s specific needs.

Step 4: Setup approval policies

From the “Approval Policies” tab, you can create access policies according to your needs. To do so, click "Create New Policy" first, and then create the policy.

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You can create customized approval steps by selecting the application and defining conditions such as division, department, job title, and location.

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After the workflow is set up, you can use the app access requests feature. To do so,

Step 5: First, go to the “App Access” module, where you can find different apps available for access requests. Click on “Request Access.”

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Step 5: You will be directed to a section where you must fill in the details, such as the app name, license type, role, and duration. You’ll also need to specify if you require access to specific features.

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Step 6: After you submit the access request, the app approver will receive the request notification within the platform, where they can approve or reject your app access request.

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[Note: Users can also easily request access via Slack instead of the platform if preferred.]

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How can you manage app access with Slack?

You can manage app access with Slack, allowing your employees to request and approve access directly within Slack.

Step 1: Integrate Slack

Under the “Admin Module,” go to the messaging tab to integrate Slack with CloudEagle.ai.

Step 2: Request access via Slack

Employees can type /raise-app-access-request in any channel.

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Step 3: Application selection

Select the application, fill out the intake form, and submit the request, ensuring they answer the required questions.

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After submission, they’ll receive a confirmation message from the Slack bot with request details and a link to track the progress.

Step 4: Manager approvals in Slack

The workflow triggers approval tasks via the CloudEagle.ai bot. Managers can approve requests directly in Slack. Access is granted immediately if the app has a direct integration; otherwise, the app admin will assign the license.

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Step 5: Approval Notification

After the manager’s decision, the requester receives a Slack notification indicating whether their access request was approved or rejected.

For a detailed, step-by-step guide, check out this article: How to Streamline App Access Requests and Approvals Using Slack with CloudEagle.ai?

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Conclusion: Why choose CloudEagle.ai?

With CloudEagle.ai, you can simplify app access management across your organization. Its automated workflows allow you to set rules and conditions, ensuring the right apps are accessed at the right time—without manual intervention or errors.

IT admins can easily use CloudEagle.ai’s intuitive interface to set up and monitor workflows based on user roles. It integrates seamlessly with your existing tools and scales to manage any number of apps, providing continuous monitoring and reporting for access and security.

Want to build automated app access workflows and optimize your organization's access process? Schedule a demo with CloudEagle.ai.

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