How to Build Onboarding with Power Automate

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Automation is the key to creating a seamless experience by helping you save time and money. Power Automate can automate your onboarding process so that users have no problems while they’re on their first day of work or trying out your new product. Join our live chat as we go over how you can use all the automation features of this tool for powerful benefits!

Power Automate is a tool that allows you to build your own onboarding experience. The “power automate onboarding” tutorial walks through how to use the tool and includes an example of what it can look like when it’s finished.

How to Build Onboarding with Power Automate

Do you have a clumsy, outdated onboarding automation procedure with a complicated UI that most likely needs Java, which your HR staff despises? If that’s the case, it’s time to learn how to use Power Automate to completely eliminate your “onboarding solution” (formerly known as Microsoft Flow).

The onboarding process for new employees is one that is ideal for automation. Why? Because it has a consistent pattern that is repeatedly repeated (if an organization is hiring often).

Onboarding duties usually follow a similar pattern. Here are several examples:

  • Make an account for yourself.
  • Obtain permission for access from a department manager.
  • Accounts may be added to multiple Active Directory groups.
  • ….and so forth

You’ll need a system. You’ll need an onboarding automation solution so HR and management staff don’t have to worry about the logistics.

Organizations of all sizes may save time and money by automating the onboarding of new workers, whether they are tiny businesses or large corporations.

We’re going to get a little more technical. With Power Automate, you’ll see one example of designing onboarding tools that gather data, analyze that data, and save a ton of time.

Overview of the tutorial

You’ll learn about one of many Microsoft Flow examples in this post (Power Automate). Keep in mind that this is only one example of how Power Automate may help with staff onboarding. Thousands of connections in Power Automate allow you to accomplish hundreds of activities. The onboarding activities you do will be determined by your specific context.

You’ll create an onboarding automation pipeline for this use case to observe a full flow of actions perform depending on a single row in an Excel sheet. As illustrated below, this Excel document will include a row with an example employee from the department.

An example employee with the department will be included in a row in the Excel document.An example employee with the department will be included in a row in the Excel document.

The flow you’ll create will be based on the Excel worksheet row:

  1. For an Azure Active Directory (AAD) user account, generate a random password.
  2. Create an AAD user using the emp’s first and last name.
  3. Based on the Excel document row, add the AAD user to a certain group.
  4. Look for the department’s manager on the internet.
  5. Assign the AAD user to a manager.
  6. Send an email to the department manager requesting access to a fictitious system.
  7. Allow time for approval.
  8. Allow access to the made-up system.
  9. In Microsoft Teams is a collaboration tool developed by Microsoft., notify the new employee’s team that they have a new team member.

Prerequisites

If you want to develop this identical example flow in Power Automate, make sure you have the following elements before you begin:

The Flow Office add-in is a bit flaky at the time of this writing. There were moments when it didn’t instantly sign me in. Alternatively, when it signs in, it displays a white screen where the flow is intended to appear. Your results may vary.

Creating the Trigger Spreadsheet in Excel

Because you’ll be utilizing an Excel spreadsheet as a trigger in this article, be sure you’ve already built one. If you’re following the tutorial step by step, you’ll need to set up the spreadsheet precisely as the instructions specify.

  1. Create a spreadsheet named NewEmployees.xlsx in Excel Online. Always store it to your OneDrive account.
  2. Make a row with First Name, Last Name, and Department headings.
  3. In the second row, provide a first name, last name, and an example department.
  4. Select the first and second rows of data, then click Insert, then Table. To build a table, you should be prompted. Check the option labeled “My table contains headers.” To allow Power Automate know what data to provide to the flow, you’ll need to construct a table.

Creating a table in ExcelCreating a table in Excel

Using PowerShell to Invoke Azure Automation is a service provided by Microsoft. Runbooks

Unfortunately, Power Automate is unlikely to provide actions for all of the steps in a flow. Power Automate, for example, includes Azure AD actions for creating users. However, as you can see in the screenshot below, the activity needs a password.

Make a PowerAutomate assignment for yourself.Make a PowerAutomate assignment for yourself.

However, it’s unlikely that you’ll want to use the same password for each Azure AD user you establish. You’ll need to come up with a unique password.

In Power Automate, there is no option to “generate a random password.” You’ll have to come up with your own. Some “filler” acts are required. PowerShell is a wonderful approach to generate these ad-hoc operations. Power Automate, on the other hand, does not provide a direct means to run PowerShell code.

You must use Azure Automation is a service provided by Microsoft. runbooks to construct a “interim” service to call PowerShell code from Power Automate. Power Automate is a wonderful method to launch ad-hoc PowerShell scripts since it natively supports invoking and reading Azure Automation is a service provided by Microsoft. runbooks output.

To follow along with this tutorial’s employee onboarding example, you’ll need to construct three Azure Automation is a service provided by Microsoft. runbooks. To get an export of each one, click on the links below.

Then import them into Azure Automation is a service provided by Microsoft. when you’ve downloaded them. After you’ve imported them, be sure to publish them so that Power Automate can use them.

Important: Make sure you use your personal tenant ID in each runbook!

Constructing Connections

A notion known as connections is an important part of Power Automate. Connectors are Power Automate objects that let it to authenticate to numerous services. Connections are instances of those connectors. Consider a connection to be a credential for a certain service.

These connections may be made when you’re putting together a flow. It’s simpler to construct all of the connections at once if you know what you’ll need ahead of time. You’ll need to make five of these for this tutorial:

  • Approvals
  • Azure AD
  • Azure Automation is a service provided by Microsoft.
  • Excel is a free online spreadsheet program (Business)
  • Microsoft Teams is a collaboration tool developed by Microsoft.

Below you’ll see each of the connections you’ll need to configure under Data —> Connections in the Power Automate dashboard.

Connections with PowerAutomateConnections with PowerAutomate

We won’t go through how to make connections since we want to keep this lesson short. Check out the Manage connections in Power Automate Microsoft documentation to learn how to establish up connections.

Bringing the Flow in

Download the prebuilt flow for this lesson here to save time constructing your own onboarding automation procedure. Power Automate makes it simple to import and export flows at your leisure. It’s a terrific approach to share flows by sharing export packages.

To import the flow into the Power Automate dashboard, follow these steps:

  1. As illustrated below, go to My flows and then Import.

Import button on PowerAutomateImport button on PowerAutomate

2. Click the Upload button on the Import package screen.

Package is being uploaded.Package is being uploaded.

3. Choose the package you downloaded from the drop-down menu. After it’s been uploaded, you’ll be given a few setup choices to choose from, as seen below. Because my connections will be different from yours, you must now change each connection in the sample package with your own.

During the import, for each Related resource, click Select. When the Import setup box appears, choose the connection that you should have made before. The connection should appear in the Create new link section.

If you haven’t already done so, you may make a new connection by clicking on it.

establishing a new linkestablishing a new link

4. Click Import after you’ve mapped all of the resources in the sample package to your own. After that, the package should start importing. When you’re finished, you should see something like this.

The package was successfully imported.The package was successfully imported.

5. To check the imported flow, click Open flow. Each step in this pre-configured flow may be seen here.

Examine the imported flow.Examine the imported flow.

6. Now, click on the following steps and change them to suit your needs:

  • Excel Online is the trigger.
  • Find Azure AD Group ID – Start Job
  • Get the output for finding the Azure AD Group ID.
  • Obtain the position of Employee Department Manager and begin working.
  • Make a random password for a user.
  • Obtain a User Password at Random
  • Obtain Department Group ID – Begin Work
  • Obtain the Department Group ID – Obtain the Output
  • The email under the Send approval to department manager and wait for approval stage under Account System Approval.
  • Please notify the team.

Going with the Flow

Once you’ve modified each step to match your own connections and Azure Automation is a service provided by Microsoft. runbooks, it’s time to test out the flow!

  1. In Excel Online, pick the Data tab, then Flow, assuming you’ve previously installed the Flow Office Add-in.

In Excel, the flow menu itemIn Excel, the flow menu item

2. Make sure an employee with a department is seated in the front row of the table. Click anywhere in the row, then click the play button on the New Employee Onboarding sequence to the right. Below is an illustration of what this looks like.

Playing the Onboarding Process for New EmployeesPlaying the Onboarding Process for New Employees

3. If you’re executing this flow from Excel for the first time, you may see the following confirmation step. If that’s the case, click Next.

Examining the flowExamining the flow

4. To begin the flow, click the Run Now option when it displays. Power Automate will read the row you’ve chosen, transmit it to the flow, and start the series of processes.

Activate the flow buttonActivate the flow button

5. Once the flow has been launched, go to the Flow Runs Page to track its progress.

Link to the Flow Runs pageLink to the Flow Runs page

Keeping Track of the Flow

Power Automate generates a task on the Flow Runs page after the flow is started, as seen below.

Run the hstory command.Run the hstory command.

When you click on the job link, you should see the task running and be able to view each step as it is completed.

The state of your flow is active.The state of your flow is active.

The process should be suspended since the flow has a human approval step. On the Send approval to dept manager and wait for approval stage, it should be stopped. At this point, Power Automate has sent an email to Alice Bertram, the imaginary department manager.

Alice must authorize access to a fictitious line of business application manually.

The approval process has come to a halt.The approval process has come to a halt.

Until Alice accepts this request, the flow will halt in this stage.

Accepting Access

The department manager, Alice, has received an email since the flow includes an approval step. That email seems to be similar to the one below.

Email of approvalEmail of approval

To accept this request, Alice must click the Approve button (link). When she does, she will be sent to the flow page, which will include an approval window, as illustrated below. Let’s imagine Alice agrees to this permission and clicks the Confirm button after making sure the option is set to Approve.

approving an applicationapproving an application

The permission of Alice will be recorded.

The approval answer has been received.The approval answer has been received.

Return to the flow’s Perform a history search by selecting My flows, then clicking the vertical dots to the right of the flow name, and then selecting Perform a history search.

Perform a history searchPerform a history search

When you click on this flow, you should see a green check mark next to the approval step. It has ran successfully, as shown by the green check mark.

a successful performancea successful performance

Finally, the remaining Microsoft Teams is a collaboration tool developed by Microsoft. step would announce to the department’s team a new employee has joined.

Summary

You’ve learnt how to use Power Automate to construct an employee onboarding sequence. This tutorial’s example is exactly that: an example. With Power Automate, you can construct and connect together an almost infinite number of activities. Employee onboarding is only one illustration of what automation can do.

Use the output of this lesson for yourself, change it to fit your needs, and start automating everything!

Power Automate is a tool that helps you build your onboarding process. Power Automate allows users to create the perfect onboarding flow for their company. This can be done by automating tasks, such as creating an email campaign or sending a welcome email. Reference: power automate recruitment.

Frequently Asked Questions

How do you automate onboarding process?

A: We automate onboarding by using bots to handle the process. There are three types of bots that we use for this and each have their own purpose.
1) The first type is a BotHelperBot which will help you find your way through our app easily, show you new features as theyre released and act like an assistant during signup or throughout the day working with users in-app on things such as account creation/signups, questions about policy etc. 2) In addition to these tasks, theres also a ChatSupport bot which handles general chat support from within the app itself so no need to open up another tab! 3) Finally theres also a HelpBot that can provide complete step-by-step instructions if needed (for example when setting up subscription payments).

How do you automate onboarding and offboarding?

A: The function of onboarding and offboarding is to make sure that all players have the same chances in a match. This means, for example, if one player has been playing longer than another then they should be at an advantage. To do this you must create two groups – newbies who start a game fresh with no experience and vets who are more experienced but started their career later on –

How do you create a Power Automate workflow?

A: There are two steps to creating a Power Automate workflow. The first step is making sure that the program you want it run on has been set up properly, and then setting up your automation as well.

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