VPN Access Request

VPN access requests submitted through email or informal channels give IT and security teams an inconsistent record of why access is needed, which systems and networks are required, and whether the device the employee intends to use meets the organization's security standards. Antivirus software status, operating system version, and device type are not captured at the point of request, meaning the IT team may provision access to a device that does not meet minimum security requirements. Compliance declarations are not recorded in a signed, structured document. Without a centralized, formally authorized VPN access request process, managing network access consistently and maintaining the audit trail required for security compliance requires more effort than it should.

The VPN Access Request template for SharePoint, built with Infowise Ultimate Forms, provides a formal access request form that captures the request date, the employee's identity and work location, manager details, the reason for the VPN request, the type of access required, the systems, networks, or applications to be accessed, the device type, operating system version, antivirus software status, additional comments, three required compliance declarations, and sign-off from the manager and the IT or security department representative. Every request is stored as a complete, auditable record in SharePoint.

How it works

Employee identity and manager details

The form captures the request date alongside the employee's full name, employee ID, department, job title, work location, and manager's name, email, and optionally phone number. Capturing the manager's contact details within the request record ensures the IT team can confirm authorization directly without routing through additional internal systems, and that the management approval chain is formally documented from the point of submission.

Access requirements

The form captures the reason for the VPN access request, the type of access required, and the specific systems, networks, or applications the employee needs to reach via VPN. Capturing these requirements in structured columns at the point of request gives the IT and security team the specific provisioning detail needed to set up access correctly and assess whether the level of access requested is proportionate to the stated business need, without a separate technical discovery call.

Device security posture

The form captures the device type, operating system version, and whether antivirus software is installed. Capturing device security details at the point of request enables the IT security team to assess whether the device meets the organization's minimum security requirements before VPN access is provisioned, rather than discovering a non-compliant device only after access has been granted.

Three compliance declarations

The form includes three required compliance declarations. The first confirms that the employee acknowledges and agrees to comply with all company policies and procedures regarding VPN use. The second confirms that the employee understands all VPN activity is subject to monitoring and logging. The third confirms the employee's commitment to securing the connection and keeping login credentials confidential. Capturing all three declarations in a structured, required format within the access request record creates a formally documented acknowledgment of security obligations at the point of access provisioning.

Manager and IT security sign-off

The form closes with e-signature fields for the employee's manager and the IT or security department representative. The dual sign-off is stored within the same SharePoint record as the access details and compliance declarations, creating a complete, auditable VPN authorization record without any paper-based process.

What you get

• A formal VPN access request capturing employee identity, work location, and manager contact details
• Reason for request, access type, and specific systems, networks, or applications to be accessed
• Device type, operating system version, and antivirus status for security compliance verification
• Three required compliance declarations covering policy acknowledgment, monitoring awareness, and credential security
• Manager and IT or security department e-signature sign-off for formally authorized access provisioning
• 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 VPN Access Request system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All access 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.