Before
An administrator likely had to collect the new user's details, create the Microsoft 365 account, configure its license, and open a Jira issue manually. They then had to retrieve the appropriate team member or manager and compose a separate Teams notification with the relevant record information.
How it works
- Receive the new user's identity and role details, then create an enabled Microsoft 365 account with the required profile information.
- Assign the Office 365 license and create a Jira issue after the account is provisioned.
- Retrieve the team roster and send a Teams card containing the Jira reference and configured supporting context to the selected recipient.
Workflow details
- Capture and provision: The workflow receives a user's first name, last name, department, and job title, then creates an enabled Microsoft 365 user account using those details. It also builds the user's display name, mail nickname, sign-in address, password profile, and usage location.
- Configure access: After the account is created, the workflow assigns an Office 365 license through the user-management service, ensuring licensing follows account creation rather than requiring a separate administrator task.
- Create the operational record: Once licensing is completed, the workflow creates an issue in Jira to record the onboarding-related activity and provide a trackable handoff.
- Identify and notify the recipient: The workflow retrieves the relevant team roster, then sends a Teams card to a selected user. The playbook note describes this communication as notifying the manager, while the configured card includes the Jira reference and is designed to present related incident context and links.
- Stop on failure: Each service step is configured to stop execution if it fails, preventing the workflow from continuing through later provisioning or notification stages when an earlier action has not completed successfully.
What changed
A single set of user details now drives account creation, licensing, Jira tracking, recipient lookup, and Teams delivery in sequence. The workflow also stops automatically when a service step fails, so incomplete provisioning is not silently handed off as finished.
Work removed
Manually creating the Microsoft 365 user, assigning the license, opening the Jira issue, looking up the team recipient, composing the notification, and sending the Teams card.
Expected outcome
Expected outcome: a provisioned and licensed user with a Jira record and Teams handoff, removing at least five recurring manual actions from each onboarding request.
