Simple Access Requests

Simple Access Requests are the easy way to provide user-specific, time-bound access to a record that is secured by Simple Data Separation. Access is approval-driven, audited, and automated, making it easy for you to enable access securely.

Simple Access Request Configuration

Simple Access Request Alert

Simple Access Request Confirmation

Simple Access Request Record

• Allow Simple Access Requests: When enabled, Simple Access Request capability will be available for the Separation Rule table.

• Direct access fields: Simple Access Requests detect direct access to a record based on a "field=value" query against a table. This will occur, for example, when a user clicks a direct link to a record in an email notification or searches for a specific record via the list view. In order to minimize false positives, you can select the fields for which this detection will occur. By default, this is Number and SysID, but can be configured to match your use-case

• Access request message: Define the HTML alert to display when a user has the option to request record access. This can be tailored to the specific table and desired durations of access. There are some variables that can be utilized in the HTML:

  • ${table}: Table name for target record

  • ${record_label}: Display value for target record

  • ${request_url_XX}: Link to the request access, where "XX" is the number of minutes for which access will be valid after approval. Using ${request_url} without a duration will request indefinite record access. The base URL for the Simple Access Request catalog item is configured in General Settings.

• Approver type: An approval is necessary in order to grant a Simple Access Request. These can be of 3 types. In all cases, only a single approval is necessary to allow access.

  • User: Named user(s)

  • Group: Named group(s)

  • Record field: User(s) or Group(s) referenced in fields on the target record. For example, the Assignment group on an Incident.

Simple Access Requests records have a set Start time and End time. Start time is set at the moment the request is approved, and End time is [duration] minutes after Start time. If there is no End time set, then granted access will be valid indefinitely.

A Flow Action called SimpSep - Access Request Approval handles approvals and processing of Simple Access Requests. You can replace this with your own Flow Action(s) for more granular control over the approval & access flow.