Many times, end-users can eliminate IT issues (or streamline their resolution significantly) just by letting their IT department know in advance when certain changes are being made rather than submitting a ticket after it’s already become an emergency. The biggest barrier to being proactive instead of reactive is often user awareness: what types of issues should they let IT know about in advance?

As a Managed Service Provider, GreenLoop sees a wide variety of issues like this, where advance notification could make a big difference for those who are most likely to benefit. Here are 5 of the common most examples that we see.

Let your IT department know in advance:

1. When travelling out of the country: Your company may have security policies in place restricting access to corporate resources (including Microsoft 365 and VPN) from other countries. Many security tools, including GreenLoop’s managed security, also trigger alerts based on suspicious access attempts or unusual usage patterns on your 365 account, and a technician may be assigned to investigate.

   In either case, you can avoid the hassle of interrupted access by letting us know your travel dates at least a full business day in advance of any planned travel out of the country where you will need access to your email or other corporate resources. This will allow us to ensure that the necessary exceptions are in place to allow you to continue to access these resources during your travels, and then to shut those exceptions down after you return.

2. When replacing your mobile device: Losing access to the MFA Authenticator on your old mobile device can inadvertently prevent your from accessing any of your corporate resources when you get a new device, and turn a routine changeover into an expensive work-stoppage emergency.Before you get a new device, make sure you know how to smoothly transition MFA and other corporate applications to your new device, or reach out to your service desk in advance for instructions or assistance.
3. When a new employee is hired: Whenever your organization has hired a new employee, please let us know at least 2 full business days ahead of time. This will allow us to accurately provision their accounts and, if desired, work with them to get signed in, oriented, and MFA-registered on their first day. Note that additional lead time will be required if equipment will need to be ordered.

   For GreenLoop clients: designated contacts at your organization should use the GreenLoop client portal to submit a “new user” service request using our standard form.

4. When an employee puts in their notice: As soon as an employee has put in their notice, let us know when their last day is, and what you want us to do with their accounts. We can schedule a technician to decommission their account at the end of their last day in advance.For GreenLoop clients: designated contacts at your organization should use the GreenLoop client portal to submit a “terminated user” service request using our standard form.
5. When new equipment will be installed: If you are planning to install new equipment at your location that has a network or IT component (such as a new copier, or a security/DVR system), please reach out at least 2 business days in advance to let us know the details. We’ll be able to evaluate requirements to smoothly integrate it into your environment, coordinate with the installing vendor, and schedule an onsite visit (if necessary).

   This will make sure you can use features (for instance scan-to-email on your new copier) from day one, and avoid downtime caused by conflicts with your existing network environment.