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5 Automated Workflows Every Company Needs for Smart SaaS Management

Natalie Robb

August 31, 2020

5 minute read

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If you think that you’ve got smart SaaS management because you’ve built workflows to offboard users—think again.

In reality, automating your SaaS-powered workplace is so much more. Get smarter with your SaaS management by creating these five workflows that every company needs—to help you and your employees get things done faster.

How smart SaaS management and workflows automate common tasks

The inspiration behind every automated workflow starts with asking a fundamental question: How can IT help the business accomplish its tasks in less time? How can I use automation to get things done faster and better?

After understanding the business process that needs to be automated, next comes building the workflows.

The SaaSOps pros at BetterCloud explain the workflow building process best.

There are three different workflow creation approaches:

  1. Build fewer, but bigger monolithic workflows that cover every action possible,
  2. Build multiple smaller and more targeted workflows, or
  3. Create a combo of these two.

The smart SaaS management approach generally combines the best of both worlds. It’s almost impossible to build large, monolithic workflows that can successfully execute when they must apply to every person and all situations.

Generally, when it comes to the workflows every company needs, the more actions you add, the smaller the percentage an action will apply to everyone. And then, the more actions you add, the more chances you add for potential errors.

Instead, the combo approach to workflow design asks, “What actions apply to 95% of people or situations?” These actions then become Workflow 1. And then once Workflow 1 is complete, it triggers follow-up workflows that are smaller and more targeted to handle the remaining tasks.

5 automated workflows every SaaS-powered company needs

Armed with knowledge on the best way to build workflows for smart SaaS management, the next step is to create the workflows every company needs. Here we focus on the following five critical workflows to help make your business more secure and productive.

1. A security incident response workflow for quick communication

A security incident is every company’s nightmare. And if one is identified, it’s important to act fast. That very first step for any company is to quickly notify a wide range of people. This is where an on-demand workflow—that’s not triggered off of any conditions—helps notify both business and IT leadership.

A security incident response workflow can automatically create two different Slack channels that act as war rooms. It can also automatically add the people who need to be included.

For example, the automated war rooms could be:

  • A business incident response channel to discuss logistics only—i.e., what’s happening, when it’s happening
  • A technical incident response channel to discuss the technical aspects only—i.e., how to mitigate the security incident

The workflow can also automatically create a Zoom call so that leadership can start discussing remediation right away.

2. Offboarding workflows for data security and business continuity

Every company needs offboarding workflows, period. Employee turnover is a part of every business.

Automate your entire offboarding workflow—not just the “revoking access” part, but all the other critical steps too, like wiping devices, or transferring Drive files and Zoom recordings to a user’s manager.

Not only does this workflow secure your mission-critical data, but it also ensures your business continues to run smoothly. And by automating offboarding, you can turn a tedious, hours-long, error-prone process into something that only takes minutes to complete.

We prefer offboarding workflows built using the smart SaaS management approach of a larger Workflow 1 covering 95% of situations and people. Since the remaining 5% of actions depend on a user’s department and level, it makes sense to have a Workflow 2 that gets triggered upon completion of Workflow 1. This is one of those workflows that every company needs because while it’s complex, it works, and saves both time and money.

For a look at the offboarding workflow that we use here at BetterCloud, check out Episode 6 of the SaaSOps Show.

3. A sales enablement workflow to boost productivity from day one

Salespeople are the lifeblood of every company, so it’s important to get them productive as soon as possible. Consider creating an onboarding workflow that gives salespeople access to all the apps they need, starting from day one.

For example, here’s a sales onboarding workflow that includes granting access to Lessonly, an app that provides training and enablement for sales teams:

4. New employee group/channel workflows to provide a great employee experience

As anyone who’s ever started a new job knows, new employees have a thousand questions. Onboarding workflows can help get their questions and concerns addressed more quickly and securely.

Consider creating a workflow that automatically adds, and then progresses, new employees through a series of groups and channels focused exclusively on newbies.

For example: When an employee joins, they’re automatically enrolled into the brand new employee group for 10 days. After 10 days, the new employee is automatically moved into the 30-day groups and channels. After 30 days, they move into the 90-day channel. After 90 days, they’re removed from the group as a new employee. This way, HR knows there’s controlled access to what might be sensitive info or discussion, and is able to provide a great employee experience.

5. File security alerts workflows to protect your data

It’s simply good security practice to set up data protection alerts. Smart SaaS management, additionally, makes sure alerts are quickly addressed. And quickly addressed means IT must learn about it as soon as there is a potential file security alert, like when a sensitive file is shared publicly.

To make this happen, you could build a workflow that automatically posts data protection alerts for IT in a Slack channel.

This way, alerts are immediately centralized into one place. They’re also actionable. For example, this alert could automatically pull in contextual information like the user’s name, file name, path, and owner. IT can then decide if any remediation is needed, and if so, they know who to contact.

This workflow allows IT to save time, act more quickly, and eliminate the hassles that come with switching in and out of apps. Who wouldn’t benefit from this type of security alerting workflow?

Get moving on your workflows for smart SaaS management

To build the workflows every company needs, IT needs a SaaSOps platform that simplifies SaaS management through automation. That SaaSOps platform must be simple enough to build workflows with templates and robust enough to allow custom integrations. In addition, IT teams need to experiment with workflows, hone their SaaSOps and automation skills, and then get creative. That way, you can create your own workflows that every company needs.

Considering a SaaSOps solution? Check out our 2020 SaaSOps Buyer’s Guide to learn how to select the right platform for your organization. You’ll get a deep dive into key use cases, product features, technical capabilities to consider, and more.

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