Before
Support staff had to compare identity and HR records to confirm the manager and work location, then determine whether to escalate missing information or create separate onboarding tasks. They also had to prepare the relevant team notifications and share the resulting ticket references.
How it works
- Read the new account and corresponding worker record.
- Validate the manager and work-location data, routing incomplete records to an HR exception path.
- Create workstation, badge, and non-standard application tasks for complete records and publish the appropriate Teams notification.
Workflow details
- Trigger and record retrieval: A newly created account starts the workflow, which reads the identity record and its corresponding worker record to obtain the employee, manager, location, organization, role, and start-date details.
- HR data validation: The workflow checks whether the manager identifier and work location are present. Missing information is treated as an exception because it prevents the expected onboarding rules from applying.
- Exception handling: When required HR data is incomplete, the automation opens an incident for the HR systems team and posts an alert to the IAM channel with the affected identity and ticket reference.
- Onboarding task creation: When the data is complete, the workflow opens separate tasks for workstation preparation, access-badge provision, and non-standard application accounts, while standard SCIM-managed applications remain outside this process.
- Operational handoff: A Teams onboarding recap summarizes the new hire, manager, start date, and task references so the responsible teams can follow up on day-one readiness.
What changed
The onboarding branch is selected automatically as soon as the new account arrives. Complete records produce the required task handoffs and a consolidated recap, while incomplete records create an HR exception and IAM alert instead of allowing missing data to pass unnoticed.
Work removed
Comparing identity and HR records, checking whether manager and location data is present, opening separate workstation, badge, and non-standard application tasks, creating HR data incidents, copying ticket references, and manually notifying IAM or onboarding teams.
Expected outcome
Each complete onboarding event can produce three task handoffs and one consolidated notification, while incomplete records receive one exception ticket and one IAM alert without the manual cross-check.
