Onboarding/Offboarding Submission

Form is submitted by someone in HR:

The Power Automate flow is triggered the item is added to the SharePoint List:

• Flow variables are initialized.
• Flow parses JSON for manager’s email address.
• Flow waits for Manager's approval.

Manager receives email/Teams message and approves with comments:

• Flow updates the form with Managers comment.
• Flow updates variables for the flow to continue.
• Flow waits for submitter's approval.

Submitter receives email/Teams message with managers comments:

Submitter updates information and approves from email/Teams message:

The Email/Teams messages gets updated:

• Flow gets current data after submitter's changes.
• Flow updates the form with “Approved”.
• Flow gets current data again with approval status.
• Flow variables are updated.

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If On-Prem:

• Flow adds all current data to an array.
• Flow creates a CSV table with array.
• Flow drops the CSV file on the Data Gateway.
• The Data Gateway has a scheduled task and executable waiting for the CSV file to be dropped.

Once a CSV is found, the Data Gateway processes the CSV:

• Schedule task executable creates a user.
• Schedule task executable adds user to security groups for Mapped Drives, Applications, and Licenses.
• Schedule task executable creates home directory with permissions and adds to AD object.
• Schedule task executable logs everything.
• Schedule task executable creates TXT file with creds and drops in folder for the flow to grab.

The flow loops over the directory searching for the specific TXT file for the user. Once found:

• Flow updates variables from the contents of the file.
• Flow exit the loop.

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Cloud:

The flow verifies if fiels are populated and creates the user accordingly:

Security Group Discovery and Assignment:

• Flow connects to Entra to discover Security Groups.
• Flow sets variable for discovered Security Groups.
• Flow parses Security Groups for the display names.
• Flow parses Mapped Drives, Applications, and Licenses for form selections.

• Flow compares Security Groups to Mapped Drives, Applications, and Licenses selections.

• Flow adds user to selected Security Groups.

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Final email with creds and clean-up:

• Flow sends final email with creds.
• Flow moves mail from Inbox to Onboarding folder in service account mailbox.
• Flow recreates list item in Onboarding Completed SharePoint List.
• Flow deletes list item from Onboarding Form SharePoint List.