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AI agent for technology managers

Cloud Account Access Review Agent

Complete the access review for every system on time with all removals confirmed in the system.

ComplianceIT and developmentManagement
See how it worksGet access
Cloud Account Access Review Agent: what goes in, what the agent does and what you get

What it does

Quarterly access reviews usually mean a spreadsheet, a pile of email replies and a deadline that slips. Meanwhile former staff keep accounts and admins keep rights they stopped using. This agent exports users, roles and last sign-in dates from each cloud and business system, then compares them with HR records. It flags leavers who still have accounts, role mismatches and admin rights unused for 90 days. It sends each system owner a review list with a due date and tracks every reply. Owners who stay silent get reminders, then a note to their manager. As answers come in, it updates the master list and rechecks that approved removals actually happened in the system. It never removes access itself. Edge case: a contractor appears in the cloud console but not in HR, so the agent asks the sponsoring manager before anything is flagged as a leaver.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Review quarter opens 2 USES A TOOL Export users, roles and last sign-in from eachsystem 3 USES A TOOL Match accounts to the HR roster 4 DOES Flag leavers, role mismatches and unused adminrights 5 DOES Build one review list per system owner and send witha due date 6 CHECKS THE RESULT Has every owner replied by the due date? If not: send a reminder, then escalate to the owner'smanager and recheck in two days. Back to step 4. 7 DOES Collect decisions and compile the removal list 8 YOU APPROVE IT manager approves each removal and role change 9 USES A TOOL Reexport the systems after changes 10 CHECKS THE RESULT Do the exports show every approved removalcompleted? If not: return the remaining accounts to the admin teamwith the missing items. Back to step 9. 11 RESULT Signed review record with evidence of changes
Read the steps as a list
  1. Review quarter opens
  2. Export users, roles and last sign-in from each system
  3. Match accounts to the HR roster
  4. Flag leavers, role mismatches and unused admin rights
  5. Build one review list per system owner and send with a due date
  6. Has every owner replied by the due date?If not: send a reminder, then escalate to the owner's manager and recheck in two days. Back to step 4.
  7. Collect decisions and compile the removal list
  8. IT manager approves each removal and role changeThe agent waits here for your OK.
  9. Reexport the systems after changes
  10. Do the exports show every approved removal completed?If not: return the remaining accounts to the admin team with the missing items. Back to step 9.
  11. Signed review record with evidence of changes

How it decides

It flags an account as a leaver when HR shows a termination date and the account is still active. It flags admin rights when the last admin action is over 90 days old. Missing owners reply is chased up to twice, then escalated.

  • Flag accounts with no sign-in in 90 days
  • Flag admin rights unused in 90 days
  • Treat accounts not in HR as unknown until the sponsor confirms
  • Escalate any owner silent after two reminders

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Inactivity threshold in days (default 90)
  • Systems in scope
  • Reminder spacing and escalation steps
  • Review frequency
  • HR fields used for matching

What keeps you in control

It always asks you first

  • IT manager approves every removal or role change before the admin team acts

Hard limits

  • Never change or remove access itself
  • Never share one owner's list with another owner

It stops when

  • Done: all owners have answered and all approved changes show in the exports
  • Stop: an unknown account holds admin rights and needs a manager decision

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensAcross 6 systems the agent finds 14 leavers with active accounts and 9 unused admin roles. Two owners are silent after the due date. It reminds them, then writes to their manager, and both answer. After the manager approves 21 removals, the reexport shows 3 still active in the billing tool. The agent sends those 3 back to the admin team and the next export is clean.

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