Figma provisioning and deprovisioning

Figma provisioners/deprovisioners are found in the Tech Stack YAML file.

While multiple departments have team members with Editor roles as paid seats, the UX department is the business owner.

Figma seats

Seat types

Figma has four different seat types depending on your needs:

• View: Default seat type. Access is requested via Lumos but auto-approved.
• Full: Full access to all Figma products, including Figma Design, Figma Make, Dev Mode, Figma Draw, Figma Slides, and FigJam.
• Dev: Access to Dev Mode, Figma Slides, and FigJam. View and comment access in Figma Design files.
• Collab: Access to FigJam and Figma Slides. View and comment access in Figma Design files.

Provisioning

Access request issues

Every approved paid Figma seat must have a corresponding Lumos access request with budget approval. Seat upgrades can only happen with Okta access through Lumos and not by using the Figma admin or Figma’s sharing tools.

Provisioners are automatically pinged when a Lumos access request is opened. As a provisioner, ensure:

• The team member’s manager has approved access.
• The team member understands what seat option they need.
  • A View seat is often enough when a team member only needs to view and comment on files to collaborate. All team members start with a View role, so no action may be needed.
  • The difference between a Full and Collab seat can be confusing at first. Ensure the team member knows which seat they need in order to perform their role.
• There is budget approval. Billing group admins should work with their Finance partners to ensure seat counts are not going over the maximum spend allocated for the fiscal year.

Quarterly audits

Our billing cycle includes quarterly true-ups. Each quarter, admins receive an email informing them of the upcoming invoice. This gives them an opportunity to review added seats before approving the new invoice.

To audit seats:

1. Review all new seats and ensure each team member (or guest) has an approved access request.
2. Create a list of anyone who needs to be downgraded and reach out to IT for support (see steps under deprovisioning).
3. Once downgraded users are complete, mark your billing group as Reviewed.

Once confirmed, the Figma business owner will:

1. Lock in the final invoice amount.
2. Reach out to our Figma rep to share total seat counts for R&D, Marketing, and Sales. These will be added to line items on the invoice.
3. Ensure the invoice is uploaded to Coupa and goes through our full Procurement process.

Deprovisioning

A user will automatically be fully deprovisioned when they are no longer with GitLab. Additionally, a paid seat can be downgraded to an unpaid Viewd seat by reaching out to IT.

• When a member is fully removed:
  • Anyone with ‘can edit’ access to the member’s files will be able to continue editing and can move the files.
  • Their draft files stay within the organization and Figma admins can view and manage the files.

For more information, refer to Figma’s Remove people from an organization documentation.