List the administrative actions first
Describe what the workflow needs to do before requesting access. It might read an incoming document reference, create an internal task or prepare a message for review. Keep posting, payment and lodgement actions outside this administrative scope. In a fictional practice, an intake coordinator needs to track missing documents but does not need every client folder. Ask the practice owner to approve the required actions and identify who can resolve a request that falls outside them.
Map the actual identities and systems
Record which staff accounts, service connections and shared workspaces the workflow uses. Distinguish a person’s access from the connection running a scheduled task. Name the business owner of each account and where recovery or renewal notices go. Do not assume removing one staff login also removes a separate integration. Ask the implementation team to demonstrate the current arrangement in the actual systems. An inventory based only on the original setup document may miss later changes or additional connections.
Define the permitted client scope
Ask the practice to specify which clients, folders or task categories each role may access. Where the platform supports limited permissions, test that they match the intended scope. If a connector requires broader access, explain that limitation to the authorised owner rather than describing the arrangement as restricted when it is not. Use fictional client folders to show the difference between a permitted request and one that should be denied. Keep real client details out of demonstration evidence.
Test reads and writes separately
A successful read does not establish that an internal task can be created, and the ability to create a task does not authorise changing other records. Test each approved action with fictional data and inspect the destination. Include an out-of-scope example where the platform supports that restriction. Record what was tested and any gap in coverage. Avoid resolving a narrow failure by automatically granting administrator access. The required permission should be explained through the task the practice agreed to support.
Review changes in staff and support
Define when access is reconsidered, such as a role change, client reassignment or end of an implementation engagement. Check whether an account owns a scheduled workflow before removing it, and arrange approved ownership transfer where needed. Reduce temporary access through the agreed process, then verify that necessary administration still works. Do not leave responsibility with a former staff member simply because their connection continues running. Keep the owner and backup visible to the people who handle interruptions.
Record findings without overstating assurance
Keep a review record listing the systems inspected, permitted actions demonstrated and changes made. Exclude credentials and unnecessary client information. Assign unresolved limitations to a named owner with a next action. A completed review supports a statement about the checks performed; it does not prove that every possible access path is safe. Revisit the record when the workflow expands or a system changes. Staff should know both how to request appropriate access and where to report an unexpected result.