Enterprise IT teams don’t struggle because they lack effort; they struggle because work gets buried under handoffs, manual steps, and “just five minutes?” pings. As companies scale, request volumes grows, processes drift, and end users feel the lag.
The fix isn’t theory; it’s automation where it counts.
I sat down with Rinno Ray Camilit, IT Director at AMMEX Corporation, for a recent webinar where we dug into exactly that. Rinno shared how his team automated everything from onboarding and offboarding to mailbox management and warranty tracking using Atomicwork and how those changes freed IT to focus on higher-value work.
In this post, we'll explore 15 real-world examples inspired by AMMEX’s journey (and others like it) — simple, high-impact workflows that any IT team can automate to run smoother and faster.
Let's dive in.
Shared mailboxes are a common feature in Microsoft 365 environments, allowing teams to manage group email addresses without individual licenses. However, granting and revoking access to these mailboxes can become a time-consuming task for IT teams, especially as organizations grow.
Your IT team needs to:
AMMEX Corporation faced this challenge head-on.
As Rinno Ray Camilit shared, they automated this process with Atomicwork, working on the following steps:
Many organizations use a hybrid identity model, with an on-premises Active Directory (AD) synced to a cloud directory like Microsoft Azure AD.
Provisioning new users in this setup can be complex as:
This multi-step, cross-system process is long and time-consuming. You can automate this process by:
IT teams are involved in the end-to-end employee onboarding process, responsible for provisioning accounts, access, and equipment.
Automating onboarding include:
While exact results vary, automating employee onboarding can provide significant efficiency gains and a better experience for both new hires and IT teams.
Offboarding can be a complex process on its own. Rinno noted that their entire offboarding workflow involved 33 steps across IT, HR, and facilities, 20 of which were completely manual. Completing those 20 manual tasks could take anywhere from 30 minutes to over an hour, depending on the person’s speed (assuming no interruptions) and even the number of monitors they used!
Rinno also pointed out that, unlike onboarding, offboarding can be either planned or unplanned—such as in the case of a sudden termination. In these situations, IT may need to complete the process as quickly as possible, often within 30 minutes to 2 days, with nearly one-third of the offboarding tasks executed in the first 15 minutes. This urgency ensures that access to organizational data is revoked immediately, preventing any risk of deletion or data movement by the terminated employee.
All these risk factors prompted Ammex to automate the offboarding process, leading to faster offboarding and tighter data security.
Now when HR initiates the process, the workflow automatically handles tasks like:
The system also tracks progress and sends reminders to ensure timely completion.
Service desk escalations can be stressful, mainly when they depend entirely on human beings. IT admins need to identify tickets that are about to breach SLAs, determine the appropriate escalation path, notify the right teams, and ensure timely resolutions.
To help streamline this process, an automated escalation workflow can be set up to:
This workflow helps IT teams ensure high-priority issues are addressed quickly, consistently, and with complete visibility.
Onboarding new vendors can be just as or more complex than onboarding your new hires as it involves time-bound access, varying contract types, and different tax processes.
To streamline this process, consider automating the following steps:
By automating vendor onboarding, you can provide a more consistent experience for both vendors and internal teams.
Many IT changes and requests require risk assessments to evaluate potential impacts on security, performance, or business operations.
Automating the risk assessment process can help streamline this in the following ways:
Automated risk assessments thus improve the speed, consistency, and documentation of this critical governance process.
Managing email distribution lists (DLs) is a common but time-consuming IT task where IT admins need to verify the DL addition request, update the list access, and notify the employees.
To simplify this, the process can be automated to:
This automation can help speed up DL updates and provide a better audit trail.
Email forwarding requests, while simple, were a frequent source of manual work for AMMEX's IT team. Users would submit tickets, then IT would need to verify permissions, configure forwarding rules, update the ticket, and notify the requester.
To streamline this, AMMEX created an automated workflow where:
Many IT processes, from access requests to change management, require approvals from one or more stakeholders.
To streamline these processes with the least manual intervention, approval workflows can be automated as follows:
Efficiently routing tickets to the right agents is crucial for help desk performance. You need to ensure that the tickets reach agents with the appropriate skills while balancing workload, considering location and time zone, and maintaining up-to-date skill and availability data.
To address this, consider setting up automated routing based on agent skills and certifications mapped in the ticketing system, location, or time zone to optimize response times, real-time availability, and workload data to balance assignments, and machine learning models that predict the best agent based on ticket attributes.
Automated skill-based routing can help improve first-contact resolution rates, reduce ticket bounces, and optimize the use of agents.
Keeping track of asset warranty expirations is important for budgeting and risk management, but it can easily fall through the cracks, leading to missed renewals, unexpected costs, and procurement difficulties.
To better manage this, you can automate the following steps:
Automating warranty management can reduce unplanned downtime and repair costs, improve budgeting, and streamline procurement cycles.
Managing inactive assets is a must for optimizing resources, reducing security risks, and maintaining accurate inventory. However, identifying and processing inactive assets can be challenging, especially in large environments.
You can automate tracking and managing inactive assets with:
Another challenge AMMEX faced was keeping user accounts and permissions updated when employees changed roles or departments. The manual process of modifying user attributes, group memberships, application access, and organizational units was affecting the productivity of the IT team.
AMMEX addressed this by automating the workflow in Atomicwork and the key steps include:
After implementing changes, it's critical to validate that systems and services are operating normally. However, manually checking health across multiple components can be time-consuming and inconsistent.
Some of the major challenges are:
A great way to streamline this is by automating post-change health validation. This involves using predefined health check playbooks based on change type and impacted systems, as well as automated data collection from monitoring tools and service health APIs.
Automated health validation can help improve change success rates, reduce the risk of undetected issues, and provide valuable data for change management and problem management processes.
As seen in the real-world examples from AMMEX Corporation (featured in our recent webinar) and other companies, platforms like Atomicwork enable organizations to automate critical workflows across systems, reduce manual effort, and drive efficiency at scale.
Workflow automation is powerful for streamlining the complex, repetitive processes that often bog down enterprise IT teams. Even simple automation can turn powerful for IT teams to free up resources, improve compliance, and become more agile and responsive to the ever-growing demands of the business.
Talk to us to share your use cases that can be automated with Atomicwork :)
