Automated Access Management
Overview
This project automates the end-to-end process of managing access to reports and dashboards. It streamlines how users request access and how permissions are assigned, reducing manual administrative work while ensuring users receive the right level of access.
Workflow automation is a core Data2Stats service. We help businesses replace repetitive tasks with reliable, scalable systems that make day-to-day operations more efficient.
The challenge
Managing any kind of report or dashboard access manually becomes increasingly difficult as organizations grow. When users need access to reports for multiple locations or roles, administrators must spend time reviewing each request and assigning the correct permissions.
Results & Performance
To eliminate this repetitive process, we developed an automated workflow that handles access requests from submission to permission assignment. By combining multiple tools, the entire process runs with minimal manual intervention.
The completed solution provides a fully automated dashboard access management system.
Users submit a request through a Google Form, and the system automatically determines which dashboards they should access based on predefined location and role rules. The request is processed without requiring an administrator to manually review or configure permissions.
Our Automation Process
Google Forms
Google Forms serves as the entry point for every access request. Users simply provide an email address, select a location, and choose an access level. Using Google Forms ensures that every request follows the same format. This helps reduce incomplete submissions and unstructured data.
Because Google Forms is so widely used and familiar to most users, newly onboarded clients require little to no training.
Google Apps Script Automation
Google Apps Script monitors new form submissions and automatically processes each request by validating the submitted information, reading predefined location and role mappings, removing duplicate entries, retrieving location data from BigQuery, updating permission records, and preparing the data required for dashboard access.
BigQuery & SQL Logic
Business rules are maintained in BigQuery using SQL, which maps users to locations and reporting datasets, applies role-based access logic, and determines exactly which dashboard records each user should access. Keeping this logic within SQL makes permission management easier to maintain as users, locations, and reporting requirements evolve.
Dashboard Access
Once processing is complete, users automatically receive access only to the dashboards and data relevant to their assigned locations and roles.
This creates a secure, scalable reporting environment where administrators no longer need to manually configure access for every new request.
Frequently Asked Questions
Automation removes repetitive manual work, reduces errors, and allows users to receive access much faster.
Yes. The workflow supports one or multiple locations, as well as organization-wide access when required.
Permissions are assigned using predefined SQL rules based on each user's role and selected locations.
Yes. The solution is designed to work with platforms such as Data Studio, BigQuery, Google Forms, Google Workspace, and similar tools.
Yes. The system is designed to scale as the organization grows. For larger organizations, the system can also be extended to support additional reports, permissions, and workflows without changing the user-facing process.
Yes. Data2Stats develops custom automation solutions for a wide range of business processes, including data collection, reporting, approvals, user access management, system integration, and other repetitive tasks. Each solution is designed to reduce manual work, improve accuracy, and save time.
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Turn repetitive processes into efficient, automated workflows.
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