Automate Your Employee Onboarding With Microsoft Flow

Automate Your Employee Onboarding With Microsoft Flow

Automate Your Employee Onboarding With Microsoft Flow​​​​​​

Onboarding new employees can be an expensive and time-consuming process. 

According to Urbanbound, the loss of productivity due to the new hire learning curve can cost 2.5% of your total business revenue. To reduce this revenue loss and start getting the most out of your new employee, it’s essential that you get them up to speed as quickly as possible! 

If you’re starting the New Year off with some new hires, then Microsoft Flow can reduce the amount of time it takes to get your new employee(s) up and running. 

When someone joins your organization, there’s often a list of apps and services that they need permission to access. In this tutorial, I’ll show you how to copy all of your Azure AD security group permissions from one user to another, with the tap of a button. When the permissions have been copied, you’ll receive an email, so you can be confident that your new hire has access to everything they need – potentially without even logging into your Azure AD account!

Azure Active Directory: Check your security group permissions

Before you begin, your Office 365 admin may want to review how your security group permissions are setup: 

  1. Log into your Azure Active Directory admin account.
  2. In the left-hand menu, select “Groups.” Azure AD will now display a list of all the groups that exist within your Azure Active Directory account. 

From here you can create a new group, if required: 

  1. Select “New Group.” 
  2. Open the “Group type” dropdown and select whether you want to create a “Security” or “Office” group. Since we’re creating a workflow to copy security group permissions, you’ll need to select “Security.” 
  1. Give your group a name and enter a description. 
  2. Assign the group one or more owners, by clicking “Owner” and then choosing from the list of registered users. 
  3. To add this user as the group’s owner, click “Select.” 
  4. Assign one or more members to this group, by clicking “Members,” choosing from the list of users, and then clicking “Select.” Repeat to add multiple users to this group. 
  5. When you’re happy with how your group is configured, click “Create.” 

You may also want to review which security groups your staff are currently assigned: 

  1. Navigate back to the Azure AD Overview page. 
  2. In the left-hand menu, select “Users.” 
  3. Select a user from the subsequent list. 
  4. In the left-hand menu, select “Groups.” This will display a list of all the groups this user is currently assigned. 

At this point, you may want to add this user to one or more additional groups: 

  1. Select “Add memberships.” 
  2. On the subsequent screen, select the group(s) you want to add this user to, and then click “Select.” 

Once you’re happy with how your security groups are setup, it’s time to implement our Microsoft Flow workflow. 

Hassle-free onboarding, with Microsoft Flow

The easiest way to implement this workflow, is to use one of Microsoft’s ready-made templates: 

  1. Head over to the Microsoft Flow application. 
  2. In the upper-right corner, click the “Sign in” button. 
  3. Enter your Microsoft username and password. 
  4. In Microsoft Flow’s left-hand menu, select “Templates” 
  5. In the search bar, start typing “Click a button to copy Azure AD user permissions to another user” and then select this template when it appears. 
  1. If prompted, enter your “Azure AD” and “Office 365” details, and then click “Continue.” 

This workflow is fully-functional out-of-the-box. However, you may want to customize the email that’s sent following each successful permissions sync, for example you might change the email’s subject line, or add some more text explaining the work that’s just been completed in more detail. 

To change this automatically-generated email, scroll to the “Send an email” section and make the desired changes. 

When you’re happy with your workflow, click “Save.” 

Instantly sync group permissions, with Flow

The Azure AD workflow is triggered manually, either through the Microsoft Flow console or via the Flow mobile app. 

To run this workflow from the console: 

  1. If you haven’t already, log into your Flow account
  2. In the left-hand menu, select “My Flows.” 
  3. Hover over the workflow you just created. 
  4. When the little “run” icon appears, give it a click. 
  1. When prompted, click “Continue.” 
  2. In “Copy From Email Address,” enter the email address of the person who has the security group permissions you wish to copy. 
  3. In “Copy To Email Address” enter the email address of the person who will receive the copied security permissions. 
  4. Click “Run flow.” 

Once Microsoft Flow has successfully copied the security permissions, you’ll receive an email confirmation. 

Using the Flow for mobile app

Alternatively, you can use the Flow for mobile app, which makes it possible to copy all of a user’s Azure AD security group permissions, with the tap of a button. 

If you don’t already have Flow for mobile, then you can download it for Android or iOS, and then sign in using your Office 365 username and password. 

Once you’ve setup the Microsoft Flow app, you can easily trigger the Azure AD workflow: 

  1. Launch the mobile app. 
  2. Select the “Buttons” tab. 
  3. Find the “Click a button to copy Azure AD user permissions to another user” button, and give it a tap. 
  1. Complete the following fields: “Copy From Email Address” and “Copy To Email Address.” 

Check your Outlook account – you should have received a confirmation email! 

Want to use Flow to automate other time-consuming and repetitive tasks? Then check out some of our other Flow tutorials: 

Want to automate more of the employee onboarding process? Book a free, one-on-one consultation with one of our specialist engineers, who will be happy to discuss what Microsoft Flow has to offer your business. 

Claim Your One Month FREE Trial of Microsoft 365 E5 Today.

Speak to a member of our team today 0114 292 2911 or email sales@systemsassurance.com if you need any assistance.

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