Entra Entitlement Management

Entra Entitlement Management, a feature in Microsoft Entra ID (formerly Azure Active Directory), provides comprehensive control over managing access to resources within an organization, simplifying the process of requesting, approving, and reviewing access. Here’s a detailed guide to understanding Entra Entitlement Management, including its core concepts, functionalities, features, configuration, and usage with examples.

1. Core Concepts in Entra Entitlement Management

Access Package
An access package is a bundle of permissions for specific resources within an organization. It defines the roles and permissions that users can request and access. For example, an access package for a “Marketing” department might include access to SharePoint sites, Teams channels, and project management tools specific to that department.

Catalogs
Catalogs organize access packages. They act as containers, grouping together related access packages for ease of management. For example, you might create a catalog named “Marketing Department,” containing all access packages relevant to marketing activities.

Policies
Policies define the rules around accessing an access package. They specify who can request access, the approval process, and the duration of access. For instance, a policy could allow only internal employees to request access without requiring manager approval, or it could enable contractors to request access with time-bound access and mandatory approval.

Assignments and Lifecycle Management
Once access is approved, it’s granted as an assignment to the user, and the lifecycle policy ensures that access is reviewed periodically and automatically removed when it is no longer needed. This is essential for managing access to sensitive resources, especially for temporary staff or contractors.

2. Key Functions and Features of Entra Entitlement Management

Access Requests and Approval Workflows
Entra Entitlement Management automates access request and approval processes, allowing users to request access packages and administrators to approve or deny requests. Approval workflows can include multiple stages and participants, such as managers or department heads, to ensure secure access control.

Access Reviews
Regular access reviews help ensure that users still need access to the resources. Administrators can schedule periodic reviews to validate user access, allowing them to revoke permissions when they are no longer required.

Self-Service Access and Delegated Access
Entra enables self-service access, allowing users to request access packages independently. Additionally, administrators can delegate access management responsibilities to specific individuals or teams, distributing the task of managing access rights without compromising security.

Auditing and Compliance
Every access request, approval, and assignment is logged, making it easier for administrators to conduct audits. This is essential for compliance, especially in regulated industries where tracking and reviewing access to sensitive resources is necessary.

3. Configuration and Management of Entra Entitlement Management

Step-by-Step Configuration:

Step 1: Set Up a Catalog

1. In Microsoft Entra ID, go to Identity Governance > Entitlement Management > Catalogs.
2. Select + New catalog and give it a relevant name, such as “IT Resources.”
3. Define the catalog’s settings, including visibility (who can view the catalog) and ownership (who can manage it).
4. Save the catalog.

Step 2: Create an Access Package

1. Go to Entitlement Management > Access packages and select + New access package.
2. Name the access package, give it a description, and assign it to a catalog (e.g., IT Resources).
3. In Resources, add resources that users will access through this package, such as SharePoint sites, Teams, or applications.

Step 3: Define Policies for Access Package

1. Under Policies, select + New policy.
2. Define policy settings, including who can request access (internal users, external users, or both), approval workflow, and access expiration.
3. Specify approval settings (such as requiring manager approval or approval from multiple approvers).
4. Set up assignment duration to automatically remove access after a set time or require periodic re-approval.

Step 4: Configure Access Reviews (Optional but Recommended)

1. Navigate to Identity Governance > Access Reviews.
2. Select + New access review, and specify the access package.
3. Define the review frequency (e.g., quarterly) and designate the reviewers (e.g., managers or resource owners).
4. Save and activate the review.

4. Usage and Working Examples

Example 1: Onboarding New Employees in the Marketing Department

1. Create a Catalog and Access Package: Set up a “Marketing Resources” catalog and create an access package with resources such as marketing software, Teams channels, and document libraries.
2. Define Policy: Configure a policy allowing new employees in the Marketing department to request access with manager approval.
3. User Access Request: The new hire requests access to the “Marketing Resources” access package. The request goes through the approval workflow defined in the policy.
4. Automatic Assignment: Once approved, the new hire receives access to the resources.
5. Periodic Access Review: The manager reviews the employee’s access quarterly, ensuring they still require access to all resources.

Example 2: Temporary Access for Contractors

1. Create Access Package and Policy: In a catalog named “Contractors,” create an access package for contractors, with time-limited access and approval by project managers.
2. Request and Approval: Contractors request access to resources. Once approved, they receive permissions but only for a set duration.
3. Automated Removal: After the duration expires, access is automatically revoked, reducing security risks.

Example 3: Compliance Auditing and Reporting

1. Configure Auditing: Enable auditing on access requests and assignments for critical access packages.
2. Run Reports: Regularly review audit logs, accessible in the Entra portal, to ensure compliance with organizational policies.
3. Access Review for Compliance: Use access reviews to validate that only necessary individuals maintain access to sensitive resources, ensuring adherence to regulatory requirements.

5. Best Practices for Entra Entitlement Management

• Regularly Review and Update Policies: Adapt policies as organizational needs change, such as evolving compliance requirements or new access needs.
• Implement Least Privilege Principle: Ensure users have the minimum level of access necessary to perform their roles by carefully selecting roles and resources in each access package.
• Use Access Reviews for Critical Resources: Schedule periodic access reviews for high-risk resources to maintain security and compliance.
• Enable Self-Service for Low-Risk Access: Allow users to request low-risk resources independently, reducing administrative burden while maintaining oversight for critical access.
• Automate Access Expiration: For temporary access needs, set up automated expiration policies, which prevent unauthorized, prolonged access.

Summary

Entra Entitlement Management provides a structured, secure way to manage resource access, from creating access packages and configuring access policies to automating approval workflows and access reviews. It offers flexibility for handling various scenarios, like onboarding, temporary access, and compliance auditing, with automation and self-service capabilities that enhance security and reduce administrative effort.