New User Request

New user requests managed through email or informal verbal communication create provisioning delays and access control gaps. The requesting manager describes what they need in their own terms. IT interprets it as best they can. Required information is missing. Follow-up emails are exchanged. And when a new employee starts without the access they need — or with more access than they should have — the cause is almost always a breakdown in the request process rather than a failure of the technology.

The New User Request template for SharePoint, built with Infowise Ultimate Forms, gives administrators and managers a structured way to submit and manage requests for new user accounts — covering directory access, administrative rights, web console permissions, and support requests — with every request documented in a consistent, actionable record inside SharePoint.

How it works

The request form

The form captures all the information an IT or systems administrator needs to provision a new user account accurately — the new user's details, their role and department, the systems and applications they require access to, the level of administrative and web console rights required, and any specific access or permission requirements relevant to their position. The structured format eliminates the ambiguity that comes with email-based requests, giving IT the complete picture before they begin provisioning.

Directory access and permissions

The form includes dedicated sections for specifying the directory access changes required — whether the request is for a new user account, a modification to an existing user's permissions, or a support request on behalf of a current user. Administrative console rights and web console access levels are captured as separate structured columns, ensuring that the distinction between different permission levels is explicit and documented rather than implied.

Updates for existing users

Beyond new user provisioning, the template supports requests for updates to existing user accounts — changes to access levels, additional permissions required following a role change, or removal of access when responsibilities change. All update requests follow the same structured format as new user requests, creating a consistent record of every change made to user accounts over time.

A centralized request record

Every submitted request is stored as a structured record in a standard SharePoint list. IT administrators have a single, searchable view of all pending and completed provisioning requests — filterable by user, request type, department, or status — giving full visibility of the provisioning queue without relying on an inbox.

What you get

• A structured new user request form capturing user details, role, directory access, and administrative and web console rights
• Support for new account provisioning, permission updates, and existing user support requests within the same form
• Every request stored as a structured, searchable record in a centralized SharePoint list
• A complete, auditable history of all user provisioning and access change requests
• Configurable columns and permission categories to match your organization's systems and access control structure
• Extendable with automated notifications to IT administrators and approval workflows using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The New User Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.