PIM vs Access Reviews in Microsoft Entra ID: Key Differences Explained

Privileged Identity Management (PIM) and Access Reviews in Microsoft Entra ID are both identity governance features designed to improve security and access control. However, PIM focuses on managing and securing privileged role activation using just-in-time access, while Access Reviews help organizations periodically validate and remove unnecessary access to applications, groups, and roles.

Quick Comparison

Feature	Legal Hold	Retention Policies
Primary Purpose	Control privileged access	Validate existing access
Focus	Just-in-time role activation	Periodic access review
Security Goal	Reduce standing admin access	Remove unnecessary permissions
Best Use Case	Privileged role management	Governance & compliance

What is PIM in Microsoft Entra ID?

Privileged Identity Management (PIM) helps organizations:

• Reduce permanent admin access
• Enable temporary privileged role activation
• Require MFA and approvals
• Audit privileged access activity

PIM uses:

• Just-In-Time (JIT) access
• Time-limited activation
• Approval workflows

👉 PIM is designed to secure privileged administrative access.

What are Access Reviews?

Access Reviews help organizations:

• Periodically review user access
• Validate permissions
• Remove stale access
• Improve governance and compliance

Access Reviews can target:

• Microsoft 365 Groups
• Teams
• Applications
• Roles
• Guest users

👉 Access Reviews are designed for ongoing access governance.

Key Differences Between PIM and Access Reviews

1. Primary Focus

PIM

Focused on:

• Privileged role security
• Temporary admin access
• Just-in-time activation

Access Reviews

Focused on:

• Permission validation
• Governance reviews
• Ongoing access cleanup
2. Access Control Approach

PIM

Controls:

• When privileged access is activated
• How long access remains active

Access Reviews

Controls:

• Whether users should continue having access

👉 PIM controls activation, Access Reviews validate necessity.

3. Security vs Governance

PIM

Primarily a security control.

Access Reviews

Primarily a governance and compliance control.

4. Automation

PIM

Automates:

• Temporary role activation
• Approval workflows
• Time-based expiration

Access Reviews

Automates:

• Review scheduling
• Notifications
• Access removal decisions
5. Typical Users

PIM

Mostly used for:

• Administrators
• Privileged users
• Security teams

Access Reviews

Used for:

• Employees
• Guests
• App users
• Group memberships

PIM vs Access Reviews Table

When to Use PIM

Use PIM when:

• 🔐 Securing admin roles
• ⏳ Enabling temporary privileged access
• ⚠️ Reducing standing administrative permissions
• 🏢 Managing high-risk privileged accounts

When to Use Access Reviews

Use Access Reviews when:

• 👥 Reviewing user permissions regularly
• 📊 Managing governance compliance
• 🌍 Reviewing guest access
• 🗑️ Removing stale or unnecessary access

Can PIM and Access Reviews Work Together?

Yes — and they often should.

Organizations commonly use:

• PIM → secure privileged role activation
• Access Reviews → validate continued need for access

👉 Together they create a stronger identity governance framework.

Common Mistakes

• ❌ Treating Access Reviews as a replacement for PIM
• ❌ Leaving privileged roles permanently active
• ❌ Running reviews too infrequently
• ❌ Ignoring guest user access reviews

Related Microsoft 365 Concepts

• Privileged Identity Management (PIM)
• Access Reviews
• Conditional Access
• Multi-Factor Authentication (MFA)
• Identity Protection
• Microsoft Entra ID

Frequently Asked Questions

• What is the difference between PIM and Access Reviews?

PIM secures privileged access using temporary role activation, while Access Reviews validate whether users should continue to have access to groups, apps, or roles.

• Which is better: PIM or Access Reviews?

Neither is universally better. PIM is best for securing privileged admin access, while Access Reviews are best for ongoing governance and access validation.

• Can PIM and Access Reviews work together?

Yes, organizations commonly use both together to secure privileged access and periodically validate permissions.

• What is Just-In-Time access in PIM?

Just-In-Time (JIT) access allows users to activate privileged roles temporarily only when needed.

• Can Access Reviews remove user access automatically?

Yes, Access Reviews can automatically remove access if reviewers deny or fail to approve access.

• Does PIM require MFA?

Yes, PIM commonly requires MFA during privileged role activation.

• Are Access Reviews part of Microsoft Entra ID Governance?

Yes, Access Reviews are part of Microsoft Entra ID Governance capabilities.

• Why are PIM and Access Reviews important?

They are important because they help organizations reduce privileged access risks, remove unnecessary permissions, and strengthen identity governance.

Conclusion

PIM and Access Reviews are both essential Microsoft Entra ID Governance features, but they serve different purposes. PIM focuses on securing privileged role activation through just-in-time access, while Access Reviews help organizations validate and maintain appropriate permissions over time. Using both together creates a stronger and more secure Microsoft 365 identity governance strategy.