If there is a request to Reactivate a user via an IT Ticket. Point the Requestor to fill out the IT Onboarding form via Okta IT Account Onboarding tile:

or https://app.smartsheet.com/b/form/40839cf71701457abab9ff12f16ccd6c

 

Once a new onboarding form has been submitted/completed two types of notifications can be sent to IT Tickets:

 

  1. Proceed with reactivation notification.

Subject: Notification: REACTIVATE USER ACCESS Contractor/Consultant Onboarding Form [First Name] [Last Name] [Start Date]

Message: Start the onboarding process for this request.

Helpdesk Action items:
• Update the Contact field on this IT ticket to [Manager listed in fields below]
 • Add the following Tags: Onboarding, Contractor, [Applications listed in Requested Applications]

• Yes Okta account is needed for this user.
• Contact Mirum Manager & User with login information.
 • Reassign existing ticket to Applications Team for additional applications requested and Closeout. 

Locate Termed record in Smartsheet and mark Active Field as ‘Archived Entry’.

  1. Pending Contract Execution before starting the reactivation process

Subject: [PENDING APPROVED CONTRACT] REACTIVATE USER ACCESS Contractor/Consultant Onboarding Form [First Name] [Last Name] [Start Date]

Message: PENDING MIRUM MANAGER CONFIRMATION BEFORE PROVISIONING ACCOUNTS.

Helpdesk Action items:
(1) If Contract Status is Contract in Signatures or Contract Under Negotiations reach out to [Manager listed in fields below] to confirm the contract has been fully executed before activating user accounts.
• If Contract Status is No Contract, inform them they need to contact legal to start the contracts process before access can be granted.
(2) Update IT Ticket:
• Update the Contact field on this IT ticket to [Manager listed in fields below]
• Add the following Tags: Onboarding, Contractor, [Applications listed in Requested Applications]


(3)After receiving confirmation follow the normal onboarding process:
• Yes Okta account is needed for this user.
• Contact Mirum Manager & User with login information.
 • Reassign existing ticket to Applications Team for additional applications requested and Closeout. 

Locate Termed record in Smartsheet and mark Active Field as ‘Archived Entry’.

 

Why do we ask the Requestor to refill out the form instead of updating the existing record?

  • Resubmitting the notification will ensure we receive the correct information as it may have changed and Archive the original request. (New Mirum Manager, System Access)
  • A new completed form will notify the Business owner(s) to start their process to grant user access to their systems (DocuSign Part 11, All Veeva) and assign necessary training. Instead of us having to individually reach out to the correct individuals

 

Screenshots of notifications