Remote Access Request

Remote access requests submitted through email or informal channels give IT and security teams an inconsistent record of which systems and resources are being requested, for what access type, over what period, and with what business justification. Network access requirements are not always specified. The access location — whether the employee will be connecting from home, a hotel, a client site, or another location — is not documented. Security acknowledgment is captured informally rather than in a signed record. Without a centralized, formal access request process, managing remote access consistently and maintaining the audit trail required for security compliance and periodic access reviews requires more effort than it should.

The Remote Access Request template for SharePoint, built with Infowise Ultimate Forms, provides a formal request form that captures the employee's details, the reason for the request, the access period, the supervisor and their email, the specific systems and applications requested, the access type, network access requirements, business justification, access location, a required security responsibility acknowledgment, and dual sign-off from the employee and their supervisor. Every request is stored as a complete, auditable record in SharePoint.

How it works

Employee and contact details

The form captures the employee's full name, employee ID, department, position or title, email address, and optionally their phone number. Capturing the employee's role and department alongside their contact details gives the IT and security team the organizational context needed to assess the access request in relation to the principle of least privilege without a separate identity verification step.

Reason for request and access period

A required reason column captures why remote access is being requested. The access start and end dates define the period for which access is needed in structured date columns. Capturing the access period at the point of request enables the IT team to provision time-limited access and schedule automatic expiry reviews, reducing the risk of remote access persisting beyond its legitimate business purpose.

Supervisor identification

The form captures the supervisor's name and optionally their email address. Capturing the supervisor within the request record gives the IT team an authorization point for the access decision and ensures the approval chain is formally documented alongside the request details.

Systems, access type, and network requirements

A required systems column captures the specific systems, applications, or resources the employee needs access to. An access type column captures the nature of the access being requested. A network access column captures what network-level access is required. Capturing all three in structured columns at the point of request gives the IT team the specific provisioning detail needed to set up access correctly without a separate technical discovery conversation.

Justification and access location

A required justification column gives the employee the space to explain the business need for remote access in detail, providing the security team with the context needed to assess whether the request is proportionate and appropriate. An access location column captures where the employee will be connecting from, which is relevant to the security risk assessment — access from a trusted home network carries different implications than access from a public or client network.

Security acknowledgment and dual sign-off

A required security acknowledgment column confirms that the employee accepts responsibility for ensuring the security of the network and systems while using remote access. The form closes with the submission date and e-signature columns for both the employee and their supervisor. The dual sign-off is stored within the same SharePoint record as the access details and justification, creating a formally endorsed, auditable remote access authorization.

What you get

• A formal remote access request capturing employee details, reason for request, access start and end dates, and supervisor information
• Specific systems and applications requested, access type, and network access requirements
• Business justification and access location for security risk assessment
• Required security responsibility acknowledgment and dual employee and supervisor e-signature sign-off
• Every request stored as a complete, auditable record in a standard SharePoint list
• Extendable with automated submission notifications and IT provisioning workflows using Ultimate Forms
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Remote Access 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.