ENTERPRISE ACCESS APPROVAL WORKFLOW AUTOMATION
OVERVIEW
A multinational enterprise with over 30,000 Autodesk users required an automated solution to manage and process approvals for both internal and external users requesting access to projects within Autodesk BIM360/ACC.
Fiduciary Tech designed and built a seamless system leveraging AWS to automate the approval request process, including sending scheduled reminder emails to stakeholders until approvals are completed and users are provisioned with the appropriate access.
This solution significantly reduces time spent on manual coordination, eliminating the need for countless back-and-forth emails to secure approvals.
THE CHALLENGE
To access construction project documents within Autodesk, staff were required to submit an access request form that needed approval from both their senior manager and their department’s finance manager before access could be granted.
Multiple individuals under the same senior leader frequently request project access, and because each senior leader oversaw many teams, the volume of requests became difficult to review and approve individually.
OUR SOLUTION
We implemented a system that automatically sends approval request emails to the appropriate senior leader, followed by daily reminder emails until the request is either approved or rejected. Once a senior leader approves a request for one staff member within their department, subsequent requests from users under that same leader are automatically approved based on the initial authorization.
This approach eliminates the need for senior leaders to individually review and act on every request within their department. Additionally, a dedicated page called the “Request Center” was introduced, allowing users to track the progress of their requests in real time, while enabling senior leaders to view and manage all requests pending approvals from a single location.
KEY FEATURES
• A dedicated page for centralized request tracking and management.
• Automated approval for all users under a senior leader who has previously approved a request.
• Automated daily reminder emails until a request is approved or denied.
GLOBAL IMPACT/RESULTS
• Reduced total approval workload across senior leaders by up to 30–50 hours per week
• Expedited timelines for approving and granting access to projects.
• Reduced administrative burden by eliminating repetitive manual email follow-ups across departments.
• Improved visibility and transparency for both requestors and approvers through centralized request tracking.
TECHNOLOGIES & CAPABILITIES
AWS Route 53
AWS Lambda
AWS Step Function
AWS Redshift
Email Templates
CONCLUSION
By implementing an automated approval workflow powered by AWS, Fiduciary Tech transformed a time-consuming, manual process into a streamlined and scalable solution across a large Autodesk user base.
The system significantly reduces the approval burden on senior leaders by intelligently automating repeat authorization scenarios, while daily reminder emails ensure that no request goes unattended. With the addition of the Request Center, both requesters and approvers now have full visibility into the status of every request, promoting accountability and efficiency. This solution not only accelerates access provisioning for construction project documents but also establishes a reliable, repeatable framework that can scale with the organization's growing needs.
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