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Onboarding and Offboarding Flow for Staff

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Posted on by talott

Hi there!

I have created a Microsoft Form that HR will use to communicate with IT and other departments when a new hire starts, when a staff member transitions to a new role, and when a staff member is being offbaorded.

I need help creating conditions that will send out emails to the right people based on the answers in the form. For example:

If the option onboarding is selected, along with Yes they will need access and the name of their department, I would like a specific email to be sent out to IT for that role and a specific email to be sent to their supervisor. I would also like for an email to be sent out 2 days before their start date to another team.

I have a total of 4 different condition types that I need to have a specific flow take place based on the answers in the form. Cna someone, please help me with creating this flow in Powerautomate.

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Using flows

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AndreasN 318 Super User 2024 Season 1 on at

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Is it possible to see your form? This will greatly help with simulating a flow for you.

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talott 6 on at

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Hi there! I attached pictures of my form. The onboarding process is a little complex because I need to notify different departments regarding what tasks they need to complete prior.

I need this process to work for onboarding, offboarding, role transitions, leave and returning from leave.

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BA97F5DE-FC18-4B0...

67430F12-3841-444...

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arifin_siam 4 on at

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Hi, have you solved it? I need some help with the same issue. tia

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AndreasN 318 Super User 2024 Season 1 on at

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Hello arifin_siam!

If you still have trouble, please feel free to elaborate the issues you are experiencing and provide some examples of your flow and MS form 🙂

/AndreasN

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arifin_siam 4 on at

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hI AndreasN,

Thanks for your reply. I am trying to create o365 account when a form get submitted. Let me know if you want me to elaborate it more ^_^ tia

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AndreasN 318 Super User 2024 Season 1 on at

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I am unsure about the best practice for automating the creation of o365 accounts. I would initially try through the Azure Active Directory, given you have access to this. Power Automate has a "create user" function for Azure AD, and I believe from there you can provide access to various internal systems through Power Automate.

I have seen people make it work through Power Apps, as a "registration" tool (might be a better solution than MS forms), but I don't see any reason why it wouldn't work with MS forms.

Please let me know if Azure AD points you in the right direction, and if there is trouble getting it to work feel free to message me and we might be able to figure it out.

/AndreasN

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AndreasN 318 Super User 2024 Season 1 on at

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See this article for further explanation:

Create User In Azure AD And Assign Office 365 Licenses Using Power Automate (c-sharpcorner.com)

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