Before
HR or IT staff likely checked BambooHR for recent hires, copied employee details between administrative systems, created accounts, activated access, and added each person to the appropriate department channel. They then sent separate notifications to IT and the employee's department, creating repeated handoffs and opportunities for missed steps.
How it works
- An email trigger starts a BambooHR report for recently hired employees and expands the returned records for individual processing.
- For each employee, the workflow creates and activates identity records, then notifies the configured IT destination.
- It creates the Microsoft user, adds the employee to the department team channel, and sends a final department notification.
Workflow details
- Trigger and employee retrieval: An incoming email trigger starts the workflow, which runs a BambooHR report for recently hired employees and requests key onboarding details such as name, work email, department, supervisor, job title, hire date, and employee ID.
- Employee-by-employee processing: The returned employee data is expanded so each hire can be processed individually rather than handled as one undifferentiated report result.
- Identity provisioning: For each employee, the workflow creates a Google Workspace user record, activates the user in Okta, and sends a notification to the configured IT-Alerts destination. These actions occur in sequence, so a failed provisioning step stops the run before later actions continue.
- Microsoft access setup: The workflow then creates a Microsoft user and adds that user to the relevant department team channel, using the department information from the employee record to support team-based onboarding.
- Completion notification: After access setup is completed, the workflow sends a final notification to the configured employee-department destination, giving the receiving team an automated handoff that the onboarding actions have been performed.
What changed
New-hire provisioning now begins from a single email-triggered run and executes the account, activation, channel-access, and notification steps in sequence. IT and department recipients receive automated handoffs after the relevant stages, while a failure stops the sequence instead of allowing incomplete onboarding to continue silently.
Work removed
Manually running or reviewing the new-hire report, copying employee details between systems, creating Google and Microsoft user records, activating Okta access, adding users to department channels, and sending IT and department notifications.
Expected outcome
A triggered run can remove at least six recurring downstream actions per employee: two identity-creation actions, one access-activation action, one channel-membership action, and two notifications.
