{"id":4768,"date":"2025-12-30T10:39:33","date_gmt":"2025-12-30T09:39:33","guid":{"rendered":"https:\/\/serviceautomation.eu\/less-manual-work-more-control-youforce-and-topdesk-via-sas\/"},"modified":"2026-01-08T13:57:35","modified_gmt":"2026-01-08T12:57:35","slug":"less-manual-work-more-control-youforce-and-topdesk-via-sas","status":"publish","type":"post","link":"https:\/\/serviceautomation.eu\/en\/less-manual-work-more-control-youforce-and-topdesk-via-sas\/","title":{"rendered":"Less manual work, more control: Youforce and TOPdesk via SAS."},"content":{"rendered":"\t\t
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For many organizations, Youforce is the central HR platform where personnel decisions and changes are recorded. By connecting these HR processes in a controlled manner with IT and service processes in TOPdesk via SAS, control, overview, and structural cost savings are achieved. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Control instead of import<\/h3>

Youforce deliberately does not opt for simple imports, but for a model in which organizations explicitly determine what they want to manage. This requires clear choices in advance, but prevents hidden logic and uncontrolled synchronizations. SAS aligns with this by forwarding HR decisions to TOPdesk in a targeted and process-driven manner. <\/p>

For example, transfer via Timelines<\/h3>

Changes for employees are recorded in Youforce via Timelines. These Timelines describe the life cycle of an employee and form the basis for transfer. SAS supports these Timelines directly, without custom logic or extra translation layers. This ensures that changes remain correct in terms of content and technically manageable. <\/p>

Less manual work and demonstrable savings<\/h3>

Automation of HR and IT processes delivers demonstrable savings. Research into intelligent automation shows that organizations save an average of 20 to 30 percent<\/strong> on operational costs, mainly through reduction<\/strong> of manual work<\/strong> and lower error correction costs<\/strong>. <\/p>

For a medium-sized municipality, this specifically means that processes surrounding onboarding, transfers, and offboarding require fewer manual actions. Tasks such as account requests, authorization changes, and service requests are handled automatically. <\/p>

With savings of, for example, 2,000 to 3,000<\/strong> hours per year, at average internal costs, this amounts to a structural saving of several tons per year, without extra FTEs.<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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<\/p>

We are a proud certified Youforce partner. From that role, we combine knowledge of HR processes with SAS as a service automation layer. <\/p>

Not to simplify Youforce, but to help organizations save<\/strong> and maintain control<\/strong> over their services. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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SAS as a connecting layer<\/h3>

SAS functions as the connecting automation layer between Youforce, TOPdesk, and other systems such as IAM and security platforms. HR remains the owner of the decision, IT automatically follows in the execution. This results in consistent processes, better compliance, and lower management costs. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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Just a moment. <\/b>This almost never starts with one case. One question almost always leads to multiple follow-up cases. Start that conversation, because that’s where the real profit lies! Contact<\/span> <\/a>us! <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Old versus new process<\/h3>

The comparison below shows what HR and IT processes look like in many municipalities without SAS, and how they are set up when Youforce and TOPdesk are connected via SAS.<\/p>

Component<\/strong><\/p><\/td>

Old process (without SAS)<\/strong><\/p><\/td>

New process (Youforce + SAS + TOPdesk)<\/strong><\/p><\/td><\/tr>

Employee onboarding<\/p><\/td>

Manual transfer from HR to IT via email or form. IT creates accounts and rights. <\/p><\/td>

HR decision in Youforce automatically triggers workflows in TOPdesk via SAS.<\/p><\/td><\/tr>

Transfer<\/p><\/td>

Changes are passed on manually. High chance of delay or incompleteness. <\/p><\/td>

Youforce Timelines are processed directly. Changes are correct in content and on time. <\/p><\/td><\/tr>

Offboarding<\/p><\/td>

Dependent on notifications. Accounts sometimes remain active for too long. <\/p><\/td>

Controlled handling from HR decision. Fewer security risks. <\/p><\/td><\/tr>

Management burden<\/p><\/td>

Many manual actions, coordination, and corrections.<\/p><\/td>

Standardized workflows, less management, and fewer exceptions.<\/p><\/td><\/tr>

Costs<\/p><\/td>

High internal hours, error corrections, and repair work.<\/p><\/td>

Structural cost reduction through automation and less manual work.<\/p><\/td><\/tr><\/tbody><\/table>

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Municipality-specific context<\/h2>\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t
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Municipalities face the challenge of complying with BIO and NIS2, while time, budget, and change capacity are limited. Practice calls for demonstrable control and automation, not for heavy processes that are difficult to implement in the organization. <\/p>

In this context, we show how automatic BIO and NIS2 coverage becomes feasible, why full IAM often does not suit municipalities, and how an IAM light approach forms a logical and manageable growth path. An approach that aligns with the municipal reality and that we concretely implement with SAS. <\/p>

Automatic BIO & NIS2 coverage<\/h3>

For municipalities, compliance is playing an increasingly important role in addition to efficiency. The Baseline Information Security Government (BIO) and the upcoming NIS2 directive set requirements for access management, logging, traceability, and the timely revocation of rights. <\/p>

In a manually configured process, it is difficult to demonstrably prove who made which decision when and whether this was implemented in IT systems in a timely manner. By taking Youforce as the HR source and using SAS as a controlled automation layer towards TOPdesk, a complete audit trail is created. <\/p>

HR decisions are recorded in Youforce, technically executed via SAS, and registered in TOPdesk. This allows municipalities to demonstrate that onboarding, transfers, and offboarding are managed, with less dependence on manual checks and separate Excel overviews. <\/p>

This contributes directly to BIO measures related to authorization management and supports NIS2 objectives such as risk management, incident prevention, and demonstrable governance, without extra administrative pressure on HR or IT!<\/p>

Why full IAM often does not suit municipalities<\/h3>

Full IAM is often presented as the ultimate solution for identity and access management. In practice, this does not suit the current maturity of the organization for many municipalities. Processes are still under development, responsibilities are divided, and the need lies mainly in control over the basics, not in maximum complexity. <\/p>

A fully-fledged IAM process requires clear ownership, tightly configured processes, extensive data quality, and continuous management. Without these preconditions, this often leads to high costs, lengthy implementations, and functionality that is hardly used. The result is overhead instead of control. <\/p>

IAM light as a logical growth path<\/h3>

Our SAS IAM light approach aligns with organizations that want to grow in maturity. Youforce functions as the HR source, Microsoft Entra as the identity platform, and SAS as the control and automation layer towards TOPdesk. This allows onboarding, transfers, and offboarding to be automated in a controlled manner, without an extra IAM suite. <\/p>

This approach is clear, affordable, and directly applicable. Municipalities can move forward for years on the basis of existing licenses and existing processes. As the organization becomes more mature, this model can be expanded or combined with heavier IAM functionality in a controlled manner. <\/p>

This creates a growth model: start with what is needed, invest where value is created, and only scale up when the organization is ready for it. Less manual work, more control, without unnecessary costs. <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Want to know what this means for your organization? <\/strong>We are happy to look together at where processes get stuck, which chains affect each other, and where automation directly saves time and costs. Or do you have another question? Contact<\/strong><\/span><\/a> us! <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t

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Didn’t quite find what you were looking for, or want more information about our services and platform? Search for it! <\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t

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