User guide

Ask for access

Use the Request Access and Access Bundles forms to ask for access for yourself or for people in your team, and give back access you no longer need.

You ask for access in your organisation's portal, usually Employee Center. Your administrator decides where the forms appear: look for Request Access in the service catalog or a topic, or use the links on My Access.

#Request Access

Use Request Access for access to an application, a security group or a role. You can put everything you need on one request, for yourself and for others.

1. Requested for starts as you. Change it if you are raising the request in someone else's name, such as a direct report. You can only choose people you are allowed to request for.
2. Under What do they need?, search for the access by name or by what it does, or choose an application under All applications to narrow the list. For some applications you answer a few questions instead, and the list narrows to what fits.
3. Add each item you need. Each item shows:
   • Adding for: who gets it. Select Add someone to this item to add more people to the same item.
   • Approvals: who will approve it, in order.
   • Access conflicts: whether it clashes with access the person already has. Select Check for conflicts if the form asks.
   • Change account: which of the person's accounts it goes on, when they have more than one.
   • An end date, when the access must have one or you want it to stop.
4. Read Important information if it appears, and accept any terms of use.
5. Under Why is this needed?, say why in a sentence your approver will understand, such as "Four analysts joining the Q4 payroll project on 6 October need SAP FI to check ledger exports."
6. Select Submit.

Some access needs other access to work. The form adds it for you and shows it as Added automatically after approval. If new access replaces something the person already holds, the form says so under Access this replaces.

#When the form refuses to submit

When you select Submit, the form runs the same checks your request will meet after it is sent. If something is wrong, it says "This request was not submitted" and lists what to fix, for example:

• You cannot request access for this person.
• The person is not an active user.
• There is nothing in the request.
• An item is no longer available to request. Take it off the request.
• An item is on the request twice for the same account.

Fix each one and submit again.

#Access Bundles

An access bundle is a ready-made set of access for a job or a team. Use Access Bundles to ask for one bundle for one or more people at once. Choose who needs it, choose the bundle, and check What is in this bundle before you submit.

#Give access back

Use Remove Access for access you or someone in your team no longer needs, or Remove Access Bundles for a whole bundle. You can also select Remove Access beside an item on My Access.

1. Choose whose access to remove.
2. Choose the access under What should be removed?.
3. Under Why is it no longer needed?, give the reason, such as "Left the payroll project on 30 September."
4. Select Submit.

Some access cannot be removed this way, and the form tells you why:

• access that came in a bundle: remove the bundle instead;
• access given to you automatically when you joined: it follows your role or HR details, so ask your manager or service desk to change those;
• access your identity system gives by its own rules;
• access that is already being removed.

Depending on your organisation's settings, removing your own access may need your approval, your manager's, or nobody's.

#After you submit

Your request appears under My Requests in the portal, with a number such as RITM0012345.

Warde writes updates as comments on your request: when to expect the access, anything that was refused and why, and what finished. Your portal's usual request emails tell you when it changes.

If a request says nobody could approve it, ask your service desk for help.

#Asking for someone else

You can ask for people your organisation lets you request for. By default that is yourself and your direct reports; your administrator may allow more or less. Everyone you add to a request is put on its watch list so they can follow it. Each person must be someone the access is available for.