Access review campaigns

An access review campaign is a tracked, periodic review of the access that people have in your connected systems. An admin defines the scope and a due date, then launches the campaign. Trustle sends each person’s access to a reviewer, usually the person’s manager. The reviewer approves or denies each item. Trustle records every decision as evidence for your auditors, and you can export the results.

How it works

A campaign reviews the access that Trustle discovers in your connected systems. This includes access that existed before Trustle and access that did not come through an access request. Each review item is one permission binding: one account’s access to one entitlement, such as a group, role, or permission set. You can also include the applications that each user reaches through the IdP.

When you launch a campaign, Trustle takes a snapshot of all access in scope. Later changes to access do not change the items in a live campaign. The scope cannot change after launch.

Trustle assigns each item to a reviewer in this order:

1. The subject’s manager from the HRIS, if one is set.
2. Otherwise, the subject’s manager from the IdP.
3. Otherwise, the admin who created the campaign. This is the admin fallback.

The admin fallback also applies when the manager is inactive or deleted. It applies to accounts that have no Trustle user, such as an orphaned principal or a service account, because these accounts have no manager.

A campaign has one of four statuses: Draft, Active, Completed, or Canceled. A campaign that passes its due date stays Active and shows an Overdue badge. It stays active until you complete or cancel it.

Caution

A deny decision does not remove access. Trustle records the decision as evidence and shows it on the campaign dashboard and in the export. You must remove denied access yourself.

Before you start

• You must have the admin role. Only admins can create, launch, and manage campaigns.
• Connect the systems that you want to review. See Integrations.
• Connect an IdP or HRIS that supplies each user’s manager. Without a manager, Trustle assigns the user’s items to the admin fallback.
• Each reviewer needs a Trustle login. The email link opens an authenticated page.

Configure an access review campaign

Step 1: Start a new campaign

1. In the Govern section of the sidebar, click Reviews.
2. On the Campaigns tab, click New Campaign.

The wizard has three steps: Details, Scope, and Review.

Step 2: Enter the details

1. In Name, enter a name, such as Q3 Production Access Review. The name is required.
2. Optional: In Description, enter what you review and why.
3. Optional: In Due Date, select a date. Reviewers see this date. If you do not select a date, the campaign has no due date.
4. Click Next.

Step 3: Set the scope

Each filter narrows the campaign. Leave a filter empty to include all values of that filter. A binding is in scope only when it matches every filter that you set.

Filter	Purpose
Connections	Review access only on the selected connections.
Entitlements	Review only the selected entitlements. The list shows entitlements from the selected connections.
Departments	Include only accounts in the selected departments.
Account Types	Include only Linked Users, Orphaned, or Service Accounts.
Include Linked Applications	Also review the applications that each user can access through the IdP, from SSO assignments and OAuth grants. This is off by default.

1. Set the filters that you need.
2. Click Next.

Note

When you change Connections, Trustle clears the selected entitlements. Linked applications follow every filter except Entitlements. Trustle reads linked applications only from IdP connections, such as Okta, JumpCloud, Google Workspace, and Entra ID. If no selected connection holds linked applications, the wizard shows a warning. You can still create the campaign.

Step 4: Review and create the draft

1. Examine the summary. An empty filter shows All.
2. Click Create Draft.

Trustle saves the campaign as a Draft and opens its detail page. Reviewers get no notification yet.

Step 5: Launch the campaign

1. On the campaign detail page, click Launch.
2. In the confirmation dialog, click Launch.

Trustle takes the snapshot, assigns each item to a reviewer, and sends one email to each reviewer. The email shows the campaign name, the number of items, the due date, and a link to the reviewer’s Inbox.

Step 6: Track progress and send reminders

The detail page shows the progress of an active campaign:

• Pending, Approved, Denied, and Total counts, and the percentage reviewed.
• A count of unresolved subjects and admin fallback items, if there are any.
• Emails: the Queued, Sent, and Failed counts. Trustle retries a failed send automatically.
• Reviewers: the counts for each reviewer.

To send a reminder, click Remind. Trustle emails only the reviewers who still have pending items.

To see the subjects that each reviewer still has to review, open the Subjects tab on the Reviews page. This tab shows active campaigns only. Turn on Show Completed Reviews to include subjects with no pending items.

Admins can approve or deny any item in the campaign, not only their own.

Step 7: Complete or cancel the campaign

• To end an active campaign, click Complete, then click Complete in the dialog. Reviewers can no longer record decisions.
• To stop a draft or active campaign, click Cancel, then click Cancel campaign in the dialog. Trustle keeps the decisions that reviewers already recorded. Reviewers can no longer record decisions, and Trustle sends no more reminders.

To download the results as a CSV file, click Export. Export is available after launch, also after you complete or cancel the campaign.

What users see

A reviewer receives an email when the campaign launches, and again for each reminder. The link opens the reviewer’s Inbox, which lists the subjects assigned to them. The reviewer must sign in to Trustle.

When the reviewer opens a subject, Trustle shows an Access To Review card for each campaign, with the campaign name and due date. For each item, the table shows:

• Access: the entitlement, connection, and provider, or the application name.
• Usage: how many of the permissions the subject did not use, or when the subject last used the application.
• Analysis: the AI recommendation for the item, if one exists. The recommendation supports the decision. It does not make the decision.
• Decision: Pending, Approved, or Denied, with the name of the decider and the date.

An account with no Trustle user shows a Service Account or Unlinked badge.

The reviewer can make these decisions:

• Approve records that the access is still necessary. The access does not change.
• Deny opens the Deny Access dialog. The reviewer can add a Note with the reason, then clicks Deny. Trustle records the decision. The access does not change until an admin removes it.
• Approve All approves every pending item for the subject in that campaign, also items on pages that the reviewer did not open. Items that already have a decision do not change. The reviewer confirms the count first.

A reviewer can change a decision while the campaign is active. Click the Change Decision control on the row, then click Approve or Deny. Trustle keeps each decision in the history of the item. The item shows only the newest note.

Related

• Glossary
• Core concepts
• JIT approvals
• Expiration notifications