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Improve IT Operations with WorkFlow and Hybrid Support

Improve your IT Operations quality and performance by automating processes with CoreView’s Workflow and Hybrid support

The CoreView solution was designed to improve IT operations security, performance and quality. We continue our focus on improving admin efficiency with two new major product enhancements that will dramatically improve the management capabilities for enterprise organizations running Office 365. By automating admin tasks through workflow and enabling updates to the on-premises Active Directory environment from within CoreView, IT administrators will save hours of manual effort each week.

“I want to make the most efficient and effective use of my IT staff, and if possible, to be able to reallocate existing staff.” — IT Services Director from US State Government Organization (CoreView customer for 2-years)

That quote represents a common goal we hear regularly from our customers. And with the new workflow automation and hybrid management features being released this month by CoreView, we are heading in the right direction to support our customers’ goals. Here’s a little bit about our new features:

Workflow Automation –> customizable IT admin process steps that will be run automatically from the CoreView workflow engine. Different steps can be chained together so they are performed in the appropriate sequence. All management actions can be used in a workflow, including custom PowerShell scripts, opening the door to unlimited automation scenarios.

Hybrid Management –> new ability in CoreView to perform updates for on-premises environment, such as Active Directory and Exchange servers. It is no longer necessary to switch between admin tools to create on-premises accounts or make password changes. Users, Distribution Groups, and Security Groups can now be managed from a single pane of glass, making the hybrid experience much less cumbersome for administrators.

Some IT Operation processes, such as user provisioning and deprovisioning, are complex tasks and prone to human error. Incorrect user provisioning can have a direct impact on user productivity, while mismanaged deprovisioning can open the doors to potential data breaches. The automation of IT processes will help organizations drive consistency and improve performance and quality, as well as reduce IT operational costs by delegating some complex admin tasks to remote IT admins or the helpdesk.

For a 10,000-seat organization, we estimate that an entire IT administrator could be redeployed to different activities by leveraging the RBAC capabilities in CoreView and by implementing these new workflow automation and hybrid management features.

Automate Administration Tasks

The best way to streamline Office 365 administration processes, improve efficiencies, and optimize IT resource costs, is to automate all administrative tasks that can possibly be automated. The problem with Office 365 administration for enterprise organizations is that it requires an IT expert, with full rights on the admin center portal, to perform many low-value tasks. And many of those tasks need to be performed one user at a time. A perfect example of this is user provisioning and deprovisioning. These daily tasks equate to hundreds of hours of repetitive and expensive IT admin work each year. CoreView is focused on changing that requirement forever.

Leveraging the new workflow capabilities inside CoreView, a customer can configure the automated processing for the complete user provisioning cycle. The following tasks could be combined in a pre-set, serial workflow process with full auditing implemented by default:

1. Import New User List – into CoreView processing queue using CSV file 2. On-Premises Account Creation – in the on-premises Active Directory using the CoreView Hybrid management functionality 3. Azure AD Account Creation – setup synchronized account in the cloud 4. O365 License Assignments – based on department and job role profile 5. Addition to Security Groups – based on department and job role 6. Addition to Distribution Groups 7. Addition to Office 365 Groups 8. Addition to Teams Groups 9. Policies Assignment for Various Services 10. E-Mail Sent to Manager with Temporary Password 11. Preconfigured Welcome Message sent to New User – containing links to onboarding materials and training portal 12. New User Account Included in Virtual-Tenant for Associated Business Unit

In recent discussions with our current customers, many have stated that the new workflow automation capabilities within CoreView could reduce the weekly tasks for user provisioning and deprovisioning from 10 to 20 hours down to 10 minutes. This would save an organization approximately 1,000 hours a year in manual IT admin activities, while also improving quality of service and reducing human errors.

Automate User Provisioning Steps

The new CoreView workflow features will make it exceptionally easy for an organization to implement automated user provisioning and deprovisioning. The following screen shots represent some of the different wizard-based forms that are available to enable the background workflow processing.

Workflow Configuration Example: Workflow Configuration (9 available task categories, including Custom Actions) Configured Manual Workflow Example: Configured Manual Workflow (field validation for processing) Workflow Processing Event Example: Workflow Processing Event (create new user in Office 365 Cloud)

Some Final Thoughts on Admin Efficiencies

CoreView’s business value sweet-spot is our ability to empower IT administrators with time saving tools that drive efficiencies and reduce the amount of manual effort needed to perform their day-to-day management tasks for Office 365. By automating the activities of these IT experts and empowering them to securely delegate specific admin tasks to regional support teams, and helpdesk engineers, their time commitments can be greatly reduced. This time savings equates to hard dollar savings in overhead costs for IT departments.

CoreView is an all-in-one management solution, designed to enable large companies to organize their IT support work force in the most efficient way, and reduce the overall costs of administration. Today, CoreView is the only unified management solution for Office 365 that can help organizations perform automated end-to-end process workflow for admin tasks, including account provisioning and deprovisioning. And a bonus for multi-national organizations, the CoreView interface is easily configurable in multiple languages to accommodate different admin teams from around the world.

If you’re interested in finding out more about our CoreView solution and how you can leverage its powerful workflow automation and hybrid management features for your organization, please sign-up for a free trial.