User Onboarding

  • 5 minutes to read

Purpose

This SOP outlines the steps for onboarding users into the Microsoft cloud as part of the Compliance-as-a-Service offering. It ensures a structured and secure onboarding process for new users while maintaining compliance requirements.

Scope

This procedure applies to all organizations utilizing Compliance-as-a-Service and includes actions for both the Organization seeking certification (OSC) and the External Service Provider (ESP).

Authorized Roles

Reminder: Always review the roles of OSC users to ensure they align with the Authorized Roles. No action should be taken without a request from or approval by a user assigned the appropriate authorized role.

  • Authorized Managers
  • Global Administrator
  • User Administrator

Organization seeking certification (OSC) Steps

Step 1: Provide User Information

  • A company authorized and approved user that is identified as either a global administrator, user administrator or authorized manager must submit a ticket to the Nimbus Logic (ESP) helpdesk. This can be done by sending an email from the authorized account to support@nimbus-logic.us. This email should contain the list of new users, including full name and unique email address, following the internally defined naming formats. It should also specify role-based access requirements, and indicate whether the user requires additional security controls (e.g., Multi-Factor Authentication, Conditional Access policies). The items below can be copy/pasted into your request email for conevenience:

    • First Name:
    • Last Name:
    • Requested aliases (default username is first initial last name, e.g. jsmith):
    • Required O365 License type:
    • Security group assignments:
    • Notes / special requests:

Step 2: Confirm Licensing Requirements

  • Ensure that appropriate Microsoft licenses are allocated for the new users.
  • Notify the ESP if additional licenses are required.

    License Fufillment: If a new Microsoft 365 license needs to be purchased, Nimbus Logic will communicate to the client the necessary information, including cost, term & payment options. Upon payment, Nimbus Logic will submit the order information to Microsoft for fufillment. This process may take up to 24-48 hours.

Step 3: Review and Approve Acceptable Use Policies

  • Distribute and collect signed acknowledgments of IT security and compliance policies from users.

Step 4: Provide Initial Training

  • Ensure new users complete required security awareness training before accessing systems.

Step 5: Verify Initial Access

  • Confirm with users that they can successfully log in and access the necessary resources.
  • Report any issues to the ESP.

External Service Provider (ESP) IT Team Steps

Step 1: Confirm authorization and ticket details

  • Confirm that the person requesting the new user account creation is an authorized user.
  • Ensure all user account creation requests are routed through the helpdesk.
  • Verify that all required information has been provided before proceeding with account creation, including any licensing / purchasing requirements.

Step 2. Create/invite user account:

Internal Tenant User Account Creation

  1. Navigate to the Microsoft Admin Center:
  2. Select “Users” from the left-hand panel and click “Active Users.”
  3. Click the “Add a user” button.
  4. Enter user details:
    • User Principal Name (Email): Follow the company’s previously defined unique naming convention.
    • Display Name: Enter the user’s full name.
    • Role Assignments: Assign appropriate security groups, may need to be modified in Entra Portal.

    • Be sure to click “Require this user to change their password when they first login

  5. Securely store and communicate temporary credentials using an encrypted email.
  6. Click “Review + Create” to finalize user creation.

External Guest User Accounts

  1. Navigate to the Microsoft Entra Admin Center:
  2. Search for “Microsoft Entra ID” and click on it.
  3. Click “Users” from the left-hand menu.
  4. Click the “+ New User” dropdown menu and select “Invite external user.”
  5. Enter the external email address and complete the required fields.
  6. Use “Full Name - External” as the display name format.
  7. Click “Review + Invite.”

Internal Account Creation for External Users

  1. Navigate to the Microsoft Entra Admin Center:
  2. Search for “Microsoft Entra ID” and select it.
  3. Click “Users” from the left-hand panel.
  4. Click the “+ New User” dropdown menu and select “Create new user.”
  5. Use the first initial and last name with a three-letter organization abbreviation for the User Principal Name.
  6. Use “Full Name - External” as the display name format.
  7. Assign necessary roles and security groups.
  8. Securely send login credentials via an encrypted email.
  9. Click “Review + Create” to finalize user creation.

Additional Post-Creation Actions

  • Assign Microsoft licenses as required.
  • Configure email and collaboration tools (Teams, OneDrive, SharePoint, Exchange).
  • Deploy security monitoring and compliance controls.
  • Verify access by performing test logins.
  • Notify the requester and provide support for any login or access issues.
  • Ensure all user creation activities are logged for audit purposes.

Review & Maintenance

This SOP will be reviewed on a quarterly basis or as required by changes in compliance regulations or Microsoft cloud services.