Request role transition¶

When an employee is moving from one job title or position to another, a role transition request ensures that their access is updated to match their new role. Permission Assist compares the old and new roles to determine which applications need to be added, changed, or removed.

Step 1 — Select the employee¶

1. In the Who is transitioning roles? field, select the employee who is changing roles.

   Tip

   Start typing the name of the employee to filter the list.

2. Select the Continue button. The "When does the transition period start?" section is displayed.

Step 2 — Choose when to start¶

1. Select one of the following options:

   Option	Description
   Immediate	Select this option to start the transition as soon as possible
   Scheduled	Select this option to schedule the transition for a future date and time. After selecting this option, select the date and time link next to Needed by, then select the date and time the work needs to be completed. Use the slider to select the time (see example below)

2. Select the Continue button. The "Will overlapping access be required...?" section is displayed.

Step 3 — Define the overlap period¶

If the employee will be transitioning to their new position over time, you can define a period of overlap where the employee keeps both their old and new permissions.

1. Select one of the following options:

   Option	Description
   No	Select this option if the employee can immediately transition to the new position. Their old permissions will be removed and new permissions will be added at the same time.
   Yes	Select this option if the employee needs both their current and new permissions for a period of time while transitioning. After selecting this option, select the date and time link next to Needed by, then select the date and time the overlap period ends. Use the slider to select the time.

2. Select the Continue button. The "Indicate the changes..." section is displayed.

Step 4 — Update the employee's information¶

The employee's current information is displayed. Update any fields that are changing as part of this role transition. For example, if the employee is moving to a new department or receiving a new job title, update those fields here.

1. Update the fields that are changing. See the identity detail fields below for a description of each field.

   Tip

   The fields you change here (such as department, title, and office) determine which access models Permission Assist matches in the next step. Make sure these reflect the employee's new role.

2. Select the Continue button. The access models section is displayed.

Step 5 — Review the access models¶

A summary of changes to the employee's information is displayed near the top of the page, and the access model matching section is displayed below.

1. Review the Automatic section. If the employee's updated information matches one or more access models, the matched access models are displayed here. These are included by default and determine the applications and permissions for the new role.

2. (Optional) Review the Optional section. If additional access models are available, you can select any that apply to the employee's new role.

3. Select the Continue button. The "Any additional instructions or explanation?" section is displayed.

Step 6 — Add comments and submit¶

1. (Optional) In the comment area, enter any additional notes or instructions that may be helpful for the Provision Team as they transition this person's access. You can also add attachments to comments and use @mentions to send email notifications to other Personnel Managers, Security Team, or Provision Team members.

2. Select the Continue button.

3. Verify the information.
4. Select the Submit button. The offboarding request is created.

Identity detail fields¶

What happens next¶

After the role transition request is created, it moves through the personnel event workflow. An authorized person must approve the request. After the event is approved, it moves to the provision stage where Permission Assist automatically creates access requests for the Provision Team. Depending on the transition, these may include requests to add access for new applications, change permissions for applications the employee keeps, and remove access for applications that are no longer needed. For more information, see How personnel events work.

Related topics:

• Initiate a personnel event
• Change the scheduled start date of a personnel event
• Add attachments to comments
• Use @mentions to send email notifications