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Coordinate IT and System Access Adjustments for Role Changes

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Ensure seamless IT setup during internal transfers and role changes

This template helps manage the coordination of IT and system access adjustments during an employee's internal transfer or role change. It ensures that the employee receives the necessary access to resources and tools required for their new role in a timely manner.

Template Workflow:

1. Action: Input Form
Collect information about the employee's current and new roles, including the required IT resources, system access, and the contact information of the IT department or responsible personnel.

2. Action: Send Email to IT Department
Request the IT department to make the necessary adjustments to the employee's IT resources and system access.
Subject: IT and System Access Adjustments for {{employee_name}}'s Role Change
Message: Hi {{it_contact}}, {{employee_name}} will be transitioning from {{current_role}} to {{new_role}} at {{company_name}}. In order to ensure a smooth transition, we kindly request you to make the following adjustments to their IT resources and system access by {{due_date}}:

  • Adjust access to applications and tools, as required for the new role
  • Provide any additional equipment or hardware necessary for the new position
  • Revoke access to applications and tools not needed in the new role

If you have any questions or need additional information, please feel free to contact HR or the employee's manager. Thank you for your assistance!

3. Action: Wait for IT Adjustment Completion
Wait for the IT department to complete the adjustments before proceeding to the next action.

4. Action: Send Confirmation Email to Employee and Manager
Once the IT adjustments are complete, send a confirmation email to the employee and their manager.
Subject: IT and System Access Adjustments Completed for {{employee_name}}'s Role Change
Message: Hi {{employee_name}} and {{manager_name}}, we are pleased to inform you that the IT and system access adjustments for {{employee_name}}'s transition to {{new_role}} have been completed. If you encounter any issues or need further assistance, please contact the IT department. We wish you success in your new role!

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