Access Review Get Ready

Overview

This document provides instructions on how the Get Ready function of access reviews work.

In this guide you will learn how to:

Enable the Get Ready option on access reviews
Assign checklists to Application Owners
Send reminders for a readiness task
Complete the readiness activities for an access review
Review the application data and mark applications as ready to be part of an access review

Step 1

Campaign Monitors can use the Get Ready function to help prepare for an access review. After creating a Access Review campaign, this option can be enabled under Campaign Settings.

Campaign Settings -> Click on Edit

Go to Campaign Options tab.

In Enable Campaign Readiness option, Select Yes - Before the campaign starts, assign tasks to update application data and track data quality.

Step 2

The Campaign Monitor can assign a checklist of preparatory activities to the owner of an application. The monitor can also complete these steps themself.

Click on the link “Unassigned” to open this modal.

The application owner will receive an email message from Zilla about their assigned task.

Step 3

If there are readiness checklists that are assigned to a user, but are not complete and submitted (as described below), it’s possible to send a reminder to the readiness checklist assignee. There’s a link that will appear in the upper right when the Get Ready tab is displayed, and also a link for individual checklists that will appear in the Actions column of the list, on the far right.

Clicking the campaign-wide “Send Readiness Reminder” link will open a dialog for sending an email or Slack reminder to all assignees who have not yet completed and submitted their readiness checklists. There is a custom message that you can edit which will be included in the notification.

The envelope icon will send a reminder only to the assignee for that application.

Step 4

The checklist asks the owner sync their most recent data for the application with Zilla. After updating their data, owners review the permissions descriptions that will be used in the access reviews. They can edit and improve on the descriptions to make the permission evaluation easier. Finally, map any unknown users to the directory, so they can be correctly matched with directory users.

If the Campaign Monitor completes all checklist items from the Get Ready tab, the readiness task will be automatically submitted; there is no need for the assignee to submit. Unchecking any of these boxes will automatically reopen the readiness task.

Step 5

When the application owner finishes their assigned checklist, they can submit it on their task list. The monitor will see the updated status and can review the information.

The checklist may ONLY be submitted once all of the checklist boxes have been checked, indicating that the associated things have been done.

In the Snapshot Date column displays the sync date. Once a monitor checks the In Review box, that date is frozen as the data in the campaign. If another more recent sync is made after, a warning indicator will show.

After reviewing the synced data, updated permission descriptions, and any unknown accounts, the monitor can check the In Review box to add that application to the campaign. When the campaign is generated, the application data will be included. If an application is not marked as In Review, it is NOT included in the campaign.

Using the Get Ready feature will allow monitors to track how recent the snapshotted data is in the campaign. When the campaign is ready, click Run to start.

Continue to learn more about how Reviewers experience an access review.