It eliminates the need for manual Google Admin Console operations and command-line GAM scripts. And it enables repetitive processes related to employee onboarding, user provisioning, access requests, access reviews, and offboarding to be automated from within Jira.
Let’s explore the benefits of integrating Google Workspace with your Jira Service Management, and look at how you can go about it.
Benefit 1: automating account creation and provisioning
Your employee onboarding workflow likely starts in Jira Service Management (JSM), with HR creating a ticket for a new hire with all the employee’s details. The IT team has to manually enter these details into Google Workspace to create a new user. Then they have to do things like enrol the user in relevant groups, give them access to shared drives, set their Gmail language, etc. All of which are manual as well.
A Jira Google Workplace integration using the Atlassian Marketplace add-on Multiplier can automate all these processes. Multiplier is an employee lifecycle automation tool built for JSM, which enables JSM requests to trigger account creation and other new joiner actions using post functions.
Simply select the trigger action post function in Multiplier, then select the action you want the app to perform, e.g. “Create User”, “Assign License”, “Create Group”, “Add User to Group”, “Set Gmail Language”, and more.
Jira onboarding automation with Multiplier can save HR and IT teams a lot of time and effort. But most importantly, it makes onboarding processes more effective and secure. It prevents IT from making mistakes such as assigning an employee to the wrong department or user group. And it makes sure there are no delays getting employees fully integrated so that they have everything they need on day one.
Benefit 2: automating ad hoc access requests
Once an employee has been onboarded, they may require access to an application they haven’t used yet. So they’ll make an access request via Jira Service Management. Without a Jira Google Workspace integration, the IT team would have to undertake a manual process to get access approved and provisioned.
With Multiplier, you can automate the access request management process. Once the Google Workspace integration is set up, Multiplier syncs all your apps and roles so that you can present employees making access requests in JSM with a pre-approved list of apps. Multiplier will validate requests and route requests to approvers. Then it will automatically provision access as soon as requests are approved.
Integrating Jira and Google Workspace with Multiplier allows organizations to handle a high volume of access requests in a smarter, faster, and more scalable way.
Benefit 3: automating user access reviews
Access management isn’t just about managing access requests. It’s about monitoring access to your systems on an ongoing basis, which involves doing user access reviews.
You need to make sure your company is following the principle of least privilege, ensuring that employees only have the minimum level of access they need for their jobs. And you need to avoid privilege creep and privilege misuse that can make you vulnerable to cyberattacks.
User access reviews help accomplish these things, but the process is typically manual and very admin-heavy. Without automation it involves compiling, filtering, and maintaining spreadsheets; manually updating permissions or deprovisioning access that’s no longer needed; and assembling audit reports.
A Jira Google Workspace integration would enable you to automate user access reviews and cut down review time by up to 90%. Integrating JSM and Google Workspace with Multiplier lets you automatically pull user access data from Google Workspace into JSM, send it to appropriate reviewers, and provide recommendations on access. Once a review is complete, Multiplier will automatically deprovision users who no longer need access, or kick off a revocation workflow in JSM. It will also generate an audit report.
In effect, Multiplier turns a disjointed workflow spanning spreadsheets, tickets, and apps into a unified, optimized system, allowing teams to oversee and control access all from within Jira.
Benefit 4: automating mid-lifecycle changes
During the lifecycle of an employee, IT teams have to manage changes to their permissions, access levels, and workspace configurations. For example, an employee might change department or need temporary access to specific Google Drive files and folders.
The IT team would have to execute all these actions manually in Google Workspace, but by integrating your Jira and Google Workspace using Multiplier, many mid-lifecycle actions can be automated in JSM.
The trigger action post function in Multiplier offers a series of actions that you can ask the app to perform. They include “Move User to Org Unit”, which transfers a user a different organizational unit, and “Change Role in Group”, which modifies a user’s permission levels within Google Groups. Other actions include updating a user’s Google Workspace password (“Update User Password”) and allowing managers to access users' mailboxes (“Delegate User’s Email”).
These automations can save the IT team a bunch of time whilst making sure all mid-lifecycle actions are performed correctly, preventing privilege creep.
Benefit 5: automating offboarding
The final stage of employee lifecycle management, and one of the most important ones for security and compliance, is offboarding. When offboarding processes are manual, it is common for ex-employees to retain access to company systems and sensitive data after they leave. This is because there’s more scope for IT teams to not revoke access or delete data correctly or promptly enough. Or to forget altogether.
Using Multiplier to integrate your Google Workspace with Jira Service Management enables you to automate the entire offboarding process when a revocation request is made in JSM. This includes automatically transferring ownership of critical resources, deprovisioning access to external apps, and deleting user accounts. The range of actions available with Multiplier include “Transfer All Drive Files”, “Remove from Group”, “Sign Out User”, and “Delete User”.
Using a Jira Google Workspace integration to automate your offboarding saves time and removes the scope for oversight, safeguarding your systems and data.
Conclusion
Employee lifecycle and access management consumes a lot of the IT team’s time and is prone to error and oversight when handled manually, creating security risks.
But unless you integrate your Google Workspace with your Jira Service Management, there’s simply no way to escape the spreadsheets, emails, lists, reminders, and having to manually edit permissions and user settings.
A Jira Google Workspace integration is the key to automating all of the repetitive steps in your identity governance workflows that are best left to computers. That way, your IT team can focus on the parts of the lifecycle that require human judgment, such as deciding on the right levels of access and evaluating risks.
Find out more about how to use Multiplier to integrate Google Workspace with Jira Service Management, and which Google Workspace operations you can automate with Multiplier’s post functions.
Interested in how Multiplier can revolutionize your employee lifecycle management? Try the app for free for one month.
