Before
An administrator likely had to create the employee's accounts separately in the required tools, determine which applications applied to the employee's job role, and manually verify the resulting access. They then had to compile the account information and send an onboarding summary to the relevant recipient.
How it works
- Receive the onboarding request and create the employee's core Google Workspace account.
- Evaluate the employee's job role and enabled access choices, then create the applicable specialized accounts for Engineering or Sales.
- Send an email summarizing the employee information and accounts created.
Workflow details
- Onboarding trigger: The workflow begins when an employee onboarding request is received through a webhook, providing the information needed to create the employee's accounts and evaluate their job role and requested access.
- Core account creation: It creates the employee in Google Workspace before evaluating the role-specific access path, establishing the standard account needed for onboarding.
- Role-based routing: The workflow checks whether the employee is an Engineer or belongs to Sales, then follows the corresponding access path rather than applying the same tool set to every employee.
- Conditional specialized access: For Engineers, it can create accounts in GitHub and Jira when those options are enabled. For Sales employees, it can create accounts in Okta and DocuSign when those options are enabled.
- Completion handoff: After the applicable account-creation steps finish, the workflow sends an email containing the employee's first name, last name, job role, and the accounts created during onboarding.
What changed
Account creation and role-based access checks now occur in one workflow after the onboarding request is received. Only the applications enabled for the employee's role are processed, and the completion summary is sent automatically instead of requiring a separate manual handoff.
Work removed
Manually creating employee accounts in each required tool, checking the employee's job role, deciding which specialized access path to follow, verifying enabled application choices, copying account details into a summary, and sending the onboarding notification.
Expected outcome
Each onboarding can remove up to five separate account-creation actions and one summary-email handoff, depending on the employee's role and selected access.
