User Onboarding Automation - Technical Overview

Workflow Summary

This automation streamlines the user onboarding process by using Microsoft Forms to collect new user information, then automatically creates tickets in ConnectWise Manage, sets up Active Directory accounts, and provisions Microsoft 365 email accounts.

Architecture Overview

flowchart TD
  A[Microsoft Form Submission] -->|New User Data| B[Power Automate Flow]
  B --> C{Validate Input}
  C -->|Invalid| D[Notify Admin]
  C -->|Valid| E[Create Resources]
  E --> F[ConnectWise Ticket]
  E --> G[AD Account]
  E --> H[M365 Email]
  F --> I[Update Ticket]
  G --> I
  H --> I

How It Works

1. Data Collection

• Microsoft Form collects new user information
• Required fields include:
  • Full Name
  • Department
  • Manager
  • Start Date
  • Required Systems

2. Automation Process

The workflow executes these steps automatically:

ConnectWise Manage

• Creates onboarding ticket
• Assigns to IT team
• Tracks progress through completion

Active Directory

• Creates user account
• Sets security groups
• Configures permissions

Microsoft 365

• Provisions email account
• Assigns licenses
• Sets up mailbox rules

3. Completion

• Updates ticket with completion status
• Notifies manager and IT team
• Documents all actions taken

Required Credentials

• Microsoft 365 Admin API
• ConnectWise Manage API
• Domain Admin Account

Performance Metrics

• Average execution time: 5-7 minutes
• Monthly time saved: 83 hours
• Annual value: $22,070 USD

Links

• Source Code
• Runbook
• Microsoft Form Template

API Keys

Name	System	Expiration	Documentation
API_M365_Admin_Key	Microsoft 365	2025-10-29	Link
OpenAI_Natalie-SOC_API_Key	Open AI	2025-10-29	Link

Schedule

Triggers on Microsoft Form submission