Employee Onboarding Pipeline

Onboarding is a chain of small handoffs that break when one person is on holiday. Modelling it as a SharePoint status pipeline makes every step visible and automatic, from the contract landing in a folder to the new joiner's welcome message.

A 'When a file is created' trigger on the Contracts folder creates an Employees item with Status Pending and sends the data-collection form. On submission, an Approvals action routes to HR; approval sets Status to Employed and fans out to a welcome email, an IT notification, a Planner onboarding checklist and a Teams introduction post.

1. 1

   Create the Employees SharePoint list with a Status choice column: Pending, Employed, Terminated.

2. 2

   Trigger: SharePoint 'When a file is created (properties only)' on the Contracts library folder.

3. 3

   Create the Employees item with Status = Pending and the candidate details parsed from the file properties.

4. 4

   Send the data-collection form (Microsoft Forms or an Adaptive Card) to the new joiner and wait for the response.

5. 5

   Start and wait for an approval (Approve/Reject) routed to the HR mailbox with the submitted data attached.

6. 6

   On approval, update the Employees item to Status = Employed; on rejection, notify HR with the reason and stop.

7. 7

   Send the welcome email from Office 365 Outlook, notify IT with the provisioning checklist, create the Planner onboarding tasks, and post the introduction in the team's Teams channel.

Paste this into Power Automate Copilot to scaffold the flow.

Create an automated flow triggered when a file is created in the SharePoint Contracts library. Create an item in the Employees list with Status Pending, send a data collection form to the new employee, wait for the response, start an approval for HR, and on approval set Status to Employed and then send a welcome email, notify IT, create a Planner onboarding checklist and post an introduction message in Teams.

Captures are added as each step is published.

• Approvals in Power Automate
• SharePoint file triggers
• Post an adaptive card in Teams