1. Planning.‍‍

• Evaluation
  Start by identifying who needs access, the resources they require, and the rationale behind it. Record existing access permissions and consider if they can be reduced or removed completely. You may want to use a privilege discovery tool for improved clarity.
• Policy development
  Formulate precise policies for both providing and taking back access. Include rules about who can request access, the situations under which it can be asked for, and how long it will last. This is particularly important for privileged roles, where it is advisable to establish time-limited parameters.
• Single Source of Truth
  Synchronize your JIT access system with an Identity Provider (Okta, Google Workspace, Azure AD, or OneLogin, for instance). This will serve as the reliable source for identifying users. Opting for individual identities instead of shared accounts allows better control over permissions and accurate auditing.

2. Execution.

• Self-service access requests
  Streamline the process by having users independently request access through the system. Incorporate platforms such as Slack or MS Teams for increased user uptake. Ensure requests detail who is asking, the specific service/resource/role required, duration, and rationale.

• Approval procedure
  JIT access enables organizations to delegate permission decisions to those with business understanding. Resource owners and business unit managers often have better insight than IT desks. Use messaging platforms to speed up approvals, delivering all necessary information for thoughtful decision-making.

• Conditional approval workflows
  Incorporate your predefined policies into workflows to ascertain access permissions. Implement them into workflows dictating who can access what and under which situations. An effective method is to delegate if-then scenarios. IF identity group “X” requests access to “Y”, approval from “Z” is required and “M” must be notified.

• Integrations
  Look into integrating JITA with other IT and security systems. Coordinate with IT ticketing systems to automate access relative to ticket status. Employ data classification systems to align policies to data sensitivity levels. You should ideally be able to label resources for easier bundling. Work with on-call schedule software for automated approvals during emergencies. Utilize training systems to grant access based on completed training.
• Automated provisioning and depovisioning
  For effective JIT Access in Freshworks, a good understanding of the system is paramount. This is crucial for JIT Access as it minimizes reliance on others to make time. Allow for automated loss of access, this being crucial for JIT access and the principle of least privilege access (POLP). Ideally, all permissions would be centrally managed, eliminating the need to create or manage an environment for every application.
• Access channels
  For Freshworks JIT Access, APIs are largely preferred due to their flexibility and real-time features. However, a combination might be necessary such as using SAML for authentication, SCIM for user provisioning, and APIs for precise deliberate access control decisions.

3. Maintenance.

• Routine audits
  Regularly examine access logs to ensure JIT access is functioning as intended. Watch out for any unusual patterns or behaviors, either directly or by integrating the logs into your SIEM. Automating the review process for user access can hasten evidence gathering, delegate reviewers, and ensure system compliance with relevant industry standards or regulations.
• User education
  Teach users, particularly those with privileged roles, about the principle of least privilege, JIT Access and how it functions. Ensure users understand how to appropriately request access when required.
• Feedback loop
  Consistently review your JIT access protocols. Gather feedback from users and IT staff to identify avenues for improvement.

Following this structured approach will ensure successful implementation of a robust Just-in-Time Access system for Freshworks.