Run access reviews from exceptions, not spreadsheets
Reviewers receive prioritized exceptions for leavers, role changes, dormant accounts, and privileged access.
The problem
Quarterly access reviews bury high-risk entitlements among thousands of expected permissions.
What you get
A working system with the steps, tools, checkpoints, and expected return made explicit.
- Setup
- 150 minutes
- Back each week
- 5 hours
- Difficulty
- agentic
Expected return
The working case
A planning estimate, not a guaranteed result. Measure the first four weeks against your own baseline.
240
hours returned per year
At 5 hours/week across 48 working weeks.
1
week to earn back setup
Compare the setup estimate with the weekly time returned.
Operating contract
Input
The source material, constraints, and examples a human would need to do this work well.
Checkpoint
A person reviews judgment calls, sensitive content, unfamiliar tools, and irreversible actions.
Success signal
Track time returned, corrections required, and exceptions. Keep it only if the measured result compounds.
Before you start
- ·A named identity administrator
- ·An approved source-of-truth and review template
The steps
- 01
Name identity administrator as the accountable owner and define the decision this workflow is allowed to support.
- 02
Collect identity records, HR status, application roles, and prior approvals; preserve source links, timestamps, and access controls before any synthesis.
- 03
Produce an evidence-linked access exception queue using the approved template. Never revoke access automatically; preserve separation of duties.
Copy this prompt
Create an evidence-linked access exception queue from the supplied evidence. Separate facts, assumptions, and missing inputs. Cite every material claim. Never revoke access automatically; preserve separation of duties. Evidence: [approved inputs]
- 04
identity administrator reviews the draft, records the decision or next action, and corrects the source system before distribution.
What it runs on
- Okta
Okta is used as an approved source or review surface in this workflow.
- Google Sheets
Google Sheets is used as an approved source or review surface in this workflow.
Where this goes wrong
- Do not let the model act beyond never revoke access automatically; preserve separation of duties.
- Keep sensitive fields out of unapproved tools and retain a human-readable evidence trail.
Definition of done
Run it for four weeks. Then make it earn its place.
- □ Baseline the manual time before launch.
- □ Keep a human approval step for consequential output.
- □ Record corrections and exceptions, not just successes.
- □ Expand, revise, or retire it after the first review.
Build the system around it
Related workflows
If this one stops working, tell us. Three reports in a month and it leaves the library until a person has looked at it again.