Kicking off Removals during the Review Stage

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Background

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Enabling Automated removals

• Firstly in order to enable kicking off removals after a set time, you can select Edit Default Review Settings in the main Access Reviews settings.\
  
• You can then enable “Start Automated Removals” \
  
• You can configure the length of time after which removals are automatically completed. The timer starts the moment that a reviewer submits their review decision. The options are X hours or X days after the review decision. \
  
• Click “Save Settings”

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How the workflow works

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Admin Experience

• Upon launching the review, admins should see the tabs: Unreviewed, Pending Action and All Accounts
  • Unreviewed shows all unreviewed accounts across all reviewers. The admin can select the Show My Tasks Only filter to just see their pending review decisions.
  • Pending Action shows any accounts with pending auto-removals and/or requiring manual evidence upload.

• Admins can view the datetime of scheduled removal. 
• • The bulk removal method is the default removal method defined on the main Apps to review page
     
• Admins can also update the removal method for an individual account
  
• Admins can also choose to immediately remove any rejected accounts instead of waiting for the auto-removal timer.\
  

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Reviewer Experience

• Non admin reviewers should see review tabs: Unreviewed, Reviewed, All Accounts.
• Upon completing their assigned review decisions, reviewers should have all accounts moved from Unreviewed to the Reviewed tab.
• The status of their review is also updated to Completed.
• Reviewers should just see the review status as Approved/ Rejected/ Modified after their review decisions are completed.
  • Reviewers are NOT prompted to select removal options or upload evidence unless they are a Lumos admin or are assigned as a remover.

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Remover Experience

• Users and/or groups can be assigned as removers in the review for manual apps.
• Removers should see the tabs: Unreviewed (if also a reviewer), Pending Action, All Accounts
• Removers are prompted to upload evidence.

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Automated Removals vs Manual Removals

• When you have enabled “Start Automated Removals”, all rejected accounts are immediately moved to the Pending action tab.
• Automated removals follow the set time for removal to be completed.
• Manual removals are prompted immediately upon the rejection decision. The same applies to generating ITSM tickets.

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Audit Reporting

• Lumos provides the timestamp for the review decision in the Reviewed on column and the timestamp for the removal in the Removal Method column.