The Agony of Provisioning Users on Cloud-Based Services

The Agony of Provisioning Users on Cloud-Based Services

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The Agony of Provisioning Users on Cloud-Based Services

In this article, we are going to take a look at the frustrations that businesses may face when provisioning users to cloud-based applications that they use. We will examine the most common difficulties, and how Onion ID can help you to overcome them.

Dashboards are often confusing
Millions of business users and Internet users experience frustration with online dashboards on a daily basis. Dashboards are often confusing, add to that the hassle of maintaining what accounts someone has access to and more importantly what they are allowed to do there. As TechTarget states in their article “Why privileged account management is hard to scale”:

“Many companies do a better job of managing user accounts and passwords than they do of managing the elevated privileges often shared among administrators. According to recent surveys, these practices continue despite the fallout from the high-profile breach of the National Security Agency by Edward Snowden, a former contractor who leaked sensitive information. How can companies securely allow employees to perform tasks that require elevated permissions?”

This problem is getting out if hand with the number of cloud services being adopted by users on a daily basis.

Password Perils Frustrate Users and Slow Productivity

First, we have the difficulty for employees when it comes to managing passwords. While cloud-based programs offer a convenient way for employees to access their apps, they also introduce new layers of complexity. Many companies use multiple apps for email, scheduling, collaboration, etc. As the amount of apps and passwords increases, a correlated reduction in the productivity of employees often occurs. This is due to the fact that employees need to remember or reset their passwords frequently. In addition, as employees tire of creating unique passwords, security vulnerabilities become more common. Let’s look at some stats on this topic:

  • 40% of users don’t use complex passwords, or change their passwords frequently enough
  • 60% of users visit 5 – 20 websites that require password authentication
  • The most popular passwords are ‘password’ and ‘12345’
  • 37% of users request a password reset at least once a month
  • 90% of employee passwords are cracked within 6 hours

So leaving password management to employees isn’t the best idea.

Tedious Management Costs Time

Next, for a company with a large number of employees (especially an enterprise-level company) managing the access to programs is extraordinarily time-consuming. You also can’t just simply “leave it to the IT guys”, because traditional IT management doesn’t specialize with cloud management. This is why an increasing number of companies are hiring management teams. Here are some of the reasons why cloud-based service management is time-consuming:

  • Learning to add users takes time –A dedicated and trained manager is needed who knows how to properly provision employees to each app.
  • Adding users and specifying roles takes time – Adding users to multiple cloud-based services is a laborious and time-consuming task. There is also the probability of making mistakes, as more users are added to multiple accounts.
  • A large volume of users is difficult to manage – People leave companies and need their access removed. Support tickets need to be answered. For an enterprise company, this can become a high risk situation.
  • Difficult to manage security between desktop and mobile access points – Securing the desktop to mobile access points is another frustration. If you want to add a two-step authentication method, for example, you’ll need to synchronize it with each app.
  • A lack of intuitive user interfaces – Becoming an expert in access management is something that should be accompanied with a certificate. The interfaces are often not user-friendly and may require extensive reading of manuals and tutorials.

As a result of the above reasons, handling access management within your company can take time and an investment of money, without providing the efficiency and accuracy you need.

Mobility can be a Hassle

The third point here worth addressing is concerning the evolving mobile work force. The following are some of the common problems in the mobile work place and how cloud-based management can help:

  • Users must download the apps required for work – In the past, employees would need to be provided with download links for the required apps. This took time and was a hassle for employees trying to get on-boarded. With cloud-based management, the work apps can be pushed directly to the employee’s phone from management, giving them quick and easy access.
  • Users need log-in credentials for each app on the cloud – Instead of the employee needing to register an account with each app, a cloud-based management system can simply create access profiles in the apps. When the employee registers their device, they will automatically be synchronized with the app accounts.
  • Users must ensure they follow mobile security policies – Without a management system, it is impossible to keep all business-related information secure. With it, the manager is able to monitor security threats in real-time, such as the number of failed log-ins and where they are coming from. This allows the company to perceive and eliminate security threats as quickly as possible.
  • User access must be removed if employees leave the company – If an employee no longer works for the company, their access to the cloud-based service must be restricted. Previously, a company needed to manually remove the employee’s profiles from each app, but new cloud-based services acts as a singular portal for each app. This means the company only needs to suspend one profile, and the employee’s access is denied to the entire range of work apps.

Difficulties in Removing Users Causes Security Risks

With IAM, the IT department can easily and efficiently manage user accounts in one central portal. This eliminates hassles, and allows both IT and the employees to focus on more important tasks. Let’s examine the dangers of trying to manually manage a large workforce of employee accounts:

  • 89% of former employees retained access to sensitive corporate information and accounts in Paypal, SharePoint, SalesForce, and other work accounts.
  • 49% of former employees actually logged into these accounts after leaving the company.

In reflection of the points, manually managing employee accounts is time-consuming and risky. IT training has yet to really catch up with cloud-based management services, so companies are turning to experts in the industry. Automatic account management makes the process less tedious and protects the company from data breaches, disgruntled employees, or spending an unnecessary amount of time configuring all of the employee accounts across the cloud portal service.

Onion ID allows business owners and managers to control access across all of their properties, and allows them to never have worries about changing or refreshing usernames and passwords ever again. With zero integration needed, businesses can not only manage passwords automatically, but also manage licenses in order to control cloud IT spending, keep track of posture over time, and allow developers to gain access with zero changes to workflow.

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