A Quick Guide on User Provisioning

Clock icon
min read time
December 28, 2023
Share via:

How about enjoying the full potential of smooth access management? This is possible with efficient user provisioning. Your ability to efficiently provision user accounts is crucial, especially now that everything is getting digital and evolving at a breakneck pace.

According to Verified Market Research, the user provisioning market, valued at $9.11 billion in 2022, is projected to skyrocket to $29.88 billion by 2030, boasting a compelling CAGR of 16.00%.

So, you may have many questions, like, What drives this exponential growth? Who are the ones benefiting from robust user provisioning strategies? Why is this crucial for businesses?

Efficient user account provisioning is vital for organizations to ensure users have appropriate access permissions based on their roles. This helps reduce the risk of unauthorized access to sensitive information.

This article will discuss the user provisioning process, challenges, and how to automate provisioning using software.

What is user provisioning?

It is the process of creating, maintaining, updating, and deleting a user's account and accessing multiple applications and systems simultaneously. This includes on-premise, cloud-based, or a mix of both.

It involves the formation, preservation, updating, and disposition of a user's digital identity and access privileges for multiple resources simultaneously.

The user provision market is growing, and the increasing reliance on digital platforms and the imperative for secure access management are driving the exponential growth.

Organizations across all sectors benefit from robust user provisioning strategies. This ensures efficient operations, compliance, and the safeguarding of sensitive data.

User provisioning also helps enforce security and access policies consistently across the organization, aiding compliance efforts. Read on to find out more.

User Provisioning Process

The user provisioning process involves several crucial steps. Here's the process:

1. Account Creation

Account creation is a pivotal step. It allows you to establish a digital identity for your users within a platform or service.

To create an account, provide essential details such as the new employee’s username, email, and password. Follow system prompts, inputting requested information accurately.

Once the details are submitted, the system will validate their credentials, and upon approval, their account will be successfully created, granting access to the desired application.

2. Authorization

Authorization determines a system's access level, providing specific permissions based on an individual's role or needs. This ensures a secure and tailored experience for users.

Image showing user authorization

Once an identity is verified, the system allows individuals to specify their required permissions or actions, effectively safeguarding digital spaces.

3. Deprovisioning

Deprovisioning is vital for managing user access and security. It involves revoking access and permissions when someone no longer needs them. This ensures that outdated accounts don't pose a risk.

To execute this, actively identify redundant accounts, revoke permissions, and update security measures promptly. This mitigates potential vulnerabilities and helps maintain a robust digital environment.

Why is user provisioning so important?

Image showing why user provisioning is important

User account provisioning is crucial for organizations, as it offers many benefits that contribute to their overall efficiency, security, and compliance. Here are four key reasons it is vital:

1. Robust Security

User provisioning ensures that access permissions align with organizational needs, providing robust security. It helps safeguard sensitive data by ensuring users have precisely defined access permissions.

This control helps prevent unauthorized access and fortifies the organization against potential breaches, aligning with stringent security standards and instilling stakeholder confidence.

2. Better Compliance

User provisioning is pivotal in ensuring better compliance, which is vital for organizations. By accurately assigning permissions and managing user access, organizations adhere to industry regulations and internal policies.

This control helps reduce compliance risks and builds a culture of accountability, enhancing the organization's reputation and trustworthiness.

3. Enhanced User Productivity

Enhanced user productivity is also a direct result of effective user provisioning. By tailoring access to individual roles, businesses give users the necessary onboarding tools, eliminating unnecessary hurdles.

This approach accelerates task execution, fosters a positive user experience, and ultimately contributes to increased efficiency and overall productivity within the organization.

4. Data Breaches Prevention

Image showing total data breach causes

Preventing data breaches is critical for businesses, and user account provisioning is a frontline defense. Organizations reduce the risk of unauthorized entry and protect sensitive data by actively managing user access and permissions.

This safeguards the organization's integrity and avoids costly repercussions associated with data breaches, such as legal consequences and reputational damage.

User Provisioning Challenges You Must Be Aware Of

Implementing user provisioning isn't without challenges. Knowing about these hurdles is crucial for effective implementation. Here are some of the challenges to be aware of:

1. Large Number of Users

Managing many users poses a challenge in user provisioning due to increased complexity. The sheer volume amplifies the intricacies of defining roles, allocating permissions, and ensuring accurate access.

This can lead to potential errors, delays, and heightened administrative efforts. In these cases, manually granting and revoking permissions isn’t feasible; you must automate the user account provisioning process.

2. Integration Challenges With Multiple Systems

Integrating across multiple systems poses a challenge due to the diverse platforms and technologies. These SaaS platforms often operate with varying protocols, data formats, or structures, making integrating user data, roles, and access privileges complex.

Coordinating user provisioning across diverse platforms requires compatibility and consistency in data formats, authentication, and access controls.

3. Manual User Management

Manual user management presents another challenge, as it is prone to errors, delays, and inefficiencies. Relying on manual processes for onboarding, role changes, or deprovisioning increases the risk of oversight and compromises security.

4. Decentralized Access Management

Decentralized access management introduces complexities in maintaining a unified security posture. When access control is scattered across departments or systems, it becomes harder to enforce consistent policies.

Decentralization is one of the major causes of unauthorized access and security breaches.

5. Lack of User Provisioning Software

The absence of dedicated user account provisioning software is another big challenge. This is because organizations will resort to manual or disparate solutions.

It leads to inefficiencies, increased errors, and difficulties maintaining a centralized view of user access. Also, manual processes are time-consuming and counterproductive for teams.

Why You Should Automate Your User Provisioning Process

Automating your user provisioning process with software like CloudEagle offers several compelling advantages. Below are some of these:

It Helps Boost Efficiency

Automating user provisioning helps boost efficiency by streamlining onboarding, role changes, and deprovisioning.

You can say goodbye to manual complexities as automation helps accelerate tasks, reduce errors, and ensure a swift and seamless user management experience made solely for your organizational needs.

It Offers Consistent Compliance

The emphasis on data compliance has surged, with laws like the EU's General Data Protection Regulation (GDPR) and the California Consumer Privacy Act (CCPA) making it even harder.

Here are the regulations that you must be aware of →

Failure to comply with these regulations leads to steep penalties that are stringently monitored. User provisioning automation ensures consistent compliance for you.

Enforcing standardized access controls and promptly updating permissions makes it a reliable option for regulatory adherence.

Knowing that your processes are consistently aligned with industry regulations, you will not have any compliance worries.

It Helps Reduce Errors

User provisioning automation is your shield against errors like manual oversights, access discrepancies, or data entry blunders. Automation helps ensure accuracy in onboarding and permissions.

This reduces the risk of costly mistakes and maintains the integrity of your user management processes.

It Helps Enhance Security

You enhance your data security when you automate user account provisioning. In Q1 of 2023 alone, according to Statista, over six million data records were exposed, and according to a study by IBM, breaches cost an average of $4.45 million.

Automation helps reduce this risk by ensuring timely and accurate user access management. It also reduces the risk of unauthorized exposure and financial repercussions.

CloudEagle - Automated User Provisioning Software

CloudEagle is your all-in-one SaaS management and procurement solution to streamline user provisioning challenges. As a SaaS management platform, it helps your IT and HR teams by automating the onboarding and offboarding of employees.

Image of CloudEagle's dashboard

With dedicated user provisioning and deprovisioning modules, it ensures a seamless and secure access management experience.

CloudEagle gives you efficiency in your auto-provisioning workflow, eliminating the need for cumbersome spreadsheets. Following system integrations helps organize your application stack, segmenting it based on departments such as marketing and sales.

Image of CloudEagle's user provisioning dashboard

Auto-provisioning workflows

It also helps configure workflows. You just need to select the department, job title, and location and assign relevant applications to the workflow.

When a new employee joins, CloudEagle automatically provides access to the specified applications based on their department and job roles.

CloudEagle doesn't just stop at onboarding; it also simplifies the deprovisioning process. You won't need to visit each application when an employee leaves. The software consolidates user data, displaying all applications accessed.

Here’s how Alice Park from Remediant streamlined user provisioning and deprovisioning using CloudEagle:

In the End

As you have learned about effective user provisioning, seize the opportunity to reform your processes with CloudEagle. Automating your user provisioning practices is the key to swifter onboarding and offboarding.

It helps save precious time and boost the productivity of your IT and HR teams.

By choosing CloudEagle as your automated user provisioning platform, you streamline access management, ensuring your organization is fortified against security lapses.

CloudEagle becomes your primary tool for preventing unauthorized access to irrelevant applications. It guarantees security, compliance, and consistency throughout every employee's onboarding and offboarding process.

Book a demo to see how CloudEagle can transform your user provisioning process.

Frequently asked questions

1. What does provisioning your account mean?

Provisioning your account involves setting up and configuring access to digital resources. It ensures you have the necessary permissions and tools tailored to your role or requirements.

2. What is the difference between user authentication and user provisioning?

User authentication verifies identity during login, confirming if you are who you claim to be.

User provisioning, on the other hand, involves setting up and managing user accounts, granting access permissions, and ensuring users have the right tools for their roles.

3. What are the benefits of user provisioning?

User provisioning brings efficiency by streamlining account management, enhances security by managing access, ensures compliance through accurate role assignment, and promotes productivity by aligning user tools with roles.

It creates a positive user experience and prevents security risks, benefiting organizations.

Written by
Prasanna Naik
Co-founder, CloudEagle
Lorem ipsum dolor sit amet, consectetur adipiscing elit. Donec pellentesque scelerisque arcu sit amet hendrerit. Sed maximus, augue accumsan hendrerit euismod.

Discover how much you can save on SaaS

Calculate SaaS savings and start optimizing today!