Service Desk

When an employee leaves the job, we receive an email from P&C with a link to their information. We do not remove their access from FlexiPurchase immediately. Instead, we conduct a quarterly audit to identify users who have left the job but still hold licenses. This process ensures that such users are deactivated permanently.

A recurring ticket is created in Fresh Service for each quarter. An email notification is sent on the due date of the quarter to Aakash Dhungana (the assigned agent) as a reminder.

• Navigate to Administration Overview:

  • Select Administration > Overview > Administration Overview.

• Search for the Employee:
  • On the Administration Overview screen, click the Employees box.
  • In the Employee Search window, click Search to display a list of all employees.
  • Note: The Employee Search pop-up screen returns the top 20 results by default. Change this to All to view more profiles, or select another option from the Return Results dropdown.

• Export Employee Details using the HR Interface File:

  • Download the current HR Interface File from the Employee Administration screen by clicking HR Format in the lower right-hand corner.
  • Provide the HR file to P&C via email and request them to review the list of users who left the organization.

• Review the List and Remove Access:

• After receiving the reviewed list from P&C, identify users who need to be removed.
• Click Employee details for the user to be removed.

• Click Edit.

• Insert the Date Departure and click Save.

• Complete the Audit:

  • Once the audit is done, email the audit results with an attachment to the Finance Manager and cc the Business Technology Manager - Corporate.

• Ensure all steps are followed meticulously to maintain security and compliance.
• The quarterly audit is crucial for identifying and deactivating users who have left the organization but still hold a FlexiPurchase license.