How to Assign an MFA Temporary Access Pass

🎯 Purpose

This is a documentation for the process of creating a temporary access code for a New Employee Email once a New Email Request is created and an Equipment Request is submitted.

 ✅ Environment

Procedure will take place all in Merced, Formsite, Zendesk and Outlook.

• New Email Request Form: Form submitted – link in Merced
• Platform: Form is in Formsite, integrated into Zendesk
• Admin Portal:  Microsoft Entra admin center
• User Type: [e.g., End user]

📋 Prerequisites

List anything the user needs before starting the steps.

• New email request and New Equipment request form needs to completed by a Manager/Supervisor with all the required fields and indicate if HR Background Check is Completed to continue to complete the request form.  Fields including the title, location, date account needed, and language preference is required and any additional details.

👣 Steps

Ticket Assignment & Account Setup

1. A ticket is automatically created for the Equipment Requester, who receives an email confirmation via Zendesk.  Or child ticket is created if the manager did not complete the Equipment Form but indicated that equipment is required.
2. Jeanne Smith will create the email new account and the new user is added to the appropriate Department MFA security group or the new sec_NewSMAStaff_MFA_security group with a link provided to the instruction video on how to setup MFA and with directions on how to request assistance.
3. Once the technician is ready to complete the setup for the equipment, a request for the Temporary Access Pass is sent to Jeanne Smith.

How to setup Temporary Access Pass Steps:

1. Open Microsoft Entra admin center/user.  
2. Search and click on the user's name
3. Click on Authentication Methods
4. Click on + Add authentication method/temporary access pass
5. Adjust the date/time for the access code (Date can be delayed).  Based on time frame needed for the technician to complete the setup.  Up to 8 hours can be given for the access pass.
6. Copy/give the Temporary Access code information (including the timeframe) to the technician to bypass the MFA requirement.  After the equipment is fulfilled, the Temporary Access code will expire and the normal MFA requirements for the user is enabled.
7. After technician has completed the setup, the new email request ticket can be closed.

Link to Video Demonstration:  Temp Access Code.mp4

 👍 Expected Result

The Requester will have an open ticket during the duration of their new user/equipment request.

• They will receive a notification email with updates of the progress of their request.
• The Manager/Supervisor or SLM will also be copied on the progress of fulfilling the equipment until closure.

📚 References

Link to the Equipment Request Tickets

• New Employee Request
• Equipment Request Form (English)
• Enviar una solicitud – Sisters of Mercy (Espanol) 
• How to set up MFA - Video

📝 Additional Notes

Tickets created outside of the form, will be requested to complete the form to gather all the necessary information to create an account.