In this case, the IT department might want to instruct people on how to join new team instead of sending the default Dropbox invitation email. Silent invitations can be used, for example, in situations where Single Sign-On (SSO) is enabled, and members need to login using an existing authentication solution. But sometimes you might want to set it to False, and do what we call “silent invitations”. For this example, we chose to set send_welcome_email=True, which is already the default value if unspecified. If the user does not have a Dropbox account, they’ll receive an email inviting them to create one. So, with the benefits clearly evident, let’s look at how exactly the process can be automated. Former employees can be removed promptly (to enforce compliance) and new team members can quickly begin to contribute. You can build workflows to keep your team data secure and to help you ensure compliance with GDPR, LGPD, and other laws and standards. It’s not just a matter of saving time, though these benefits compound as your team grows. Plus, when you integrate your scripts with existing HR or IT tools, you can add the right groups for each employee role, alongside your other on-boarding tasks. For example, if your company policy is for an employee to have their account files wiped upon leaving, you can configure the script once, so you don’t have to change it later. Making scripts to manage user accounts also alleviates the burden of remembering the specific configurations your company prefers for those processes.
If the process of adding an employee was automated, a script could pull the employee’s email address from a master list, ensuring no typos occur and nobody is accidentally given access to your team’s data.
When this happens, it might take days before you realize the new employee never got the access they needed.
Manually adding a member, for example, has the possibility of user error when typing the new employee’s email address. Automating user management makes mistakes less likely as your team changes.
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