How to secure external access with Microsoft Entra ID Governance

Every forgotten guest account is a door left open. And when external access is stitched together with VPNs, spreadsheets, and manual approvals, it’s easy to lose track of who’s inside, and why they’re there.

External access is an everyday necessity and norm for most organisations. Partners, suppliers, contractors, and project collaborators all need access to systems, data, and applications. Yet too often, access is granted through fragmented, manual, and outdated processes that leave security and compliance wide open.

In an age of heightened threat levels and increasing regulatory scrutiny, external access can’t be treated as a bolt-on. It must be part of a unified identity strategy.

When traditional external access models fall short

External access often evolves without clear ownership or strategy. Each department solves its own problem, tools get bolted on, and the result is a fragmented identity ecosystem where access is tricky to track, even harder to audit, and a nightmare to govern.

All of which can often result in scenarios like:

• Manual onboarding processes that rely on emails, spreadsheets, and ad-hoc approvals
• Legacy infrastructure like site-to-site VPNs or ADFS that add cost and friction
• Credential sprawl, where external users are issued standalone accounts and passwords
• Lack of lifecycle governance, leading to accounts that stay active long after they’re needed

Not only is this inefficient for IT, but it also creates serious risk. Without visibility or control over who has access to what – and for how long – organisations open themselves up to security breaches, failed audits, and accidental data exposure.

A modern external access governance model

To truly modernise your external access, you first need to ensure it’s a core part of your overall identity lifecycle management.

This mean putting the right system in place to enable external governance that’s:

• Policy-driven – Based on roles, responsibilities, or project scopes
• Federated – Allowing partners to use their own corporate credentials securely
• Automated – With provisioning, expiry, and reviews built into workflows
• Time-bound – So access never lingers longer than it should
• Auditable – Every decision is tracked, every entitlement reviewable

With the right tools in place, you should be able to manage external access in the same secure, scalable way you govern internal identity. Without additional overhead.

Solving the challenge with Microsoft Entra ID Governance

Microsoft Entra ID Governance provides the foundation for this model by supporting structured access requests, entitlement reviews, Terms of Use policies, and automated cleanup of stale accounts.

Combined with Azure Logic Apps, Inbound Provisioning, and PowerShell automation via Hybrid Worker, Entra enables organisations to move from ad hoc access to governed-by-default.

You get:

• Centralised visibility and control
• Role- and project-based access packages
• Enforced policy acceptance and time-limited access
• Seamless partner onboarding with federated identity

Real-world example: From manual sprawl to automated control

One global enterprise we worked with had exactly this challenge. Their external access model had grown organically. However, over time it had become a tangle of overlapping systems, manual provisioning, and no clear offboarding process.

The result was rising support overhead, unmanaged accounts, and growing compliance risk.

We helped them transition to a Microsoft Entra-first model, built for automation and scale.

• Site-to-site VPNs were replaced with Entra Application Proxy for secure, remote access
• Legacy identity systems were consolidated into Entra ID
• Self-service Access Packages with approvals and Access Reviews were rolled out to govern external roles
• Azure Logic Apps automated onboarding, expiry, and approvals
• Entra ID Governance flagged inactive guest accounts, allowing us to trigger Logic Apps and automated deprovisioning to remove access and clean up on-prem
• Terms of Use policies were enforced for all external users

In less than a year, they went from inconsistent, manual processes to a fully governed model that improved security, reduced admin load, and delivered a vastly improved user experience.

Access that’s secure by design

With the right controls in place, external users no longer pose a visibility or compliance risk. Instead, access becomes:

• Transparent – Every user, permission, and access justification is traceable
• Efficient – Automated provisioning and deprovisioning save time and reduce support demand
• Secure – Least privilege, time-limited access, and federated identity protect critical systems
• Compliant – Access is reviewed, documented, and aligned with internal and regulatory policies

Rethink your external identity strategy

If your organisation is still relying on manually created accounts, outdated identity systems, or inconsistent approval flows for external users, then it’s probably time to modernise.

With Microsoft Entra ID Governance and the right partner support, you can streamline access, reduce risk, and unlock more value from your external partnerships.

If you’d like to know more, please get in touch with the team.

Key takeaways

Next steps

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