How to use the Employee onboarding template for employee onboarding

Question

I don't understand how to use the Employee onboarding template. I can install it but how does it help me onboard individual employees?
I want to have a list of required documents the new employee must read and acknowledge that they have read them.
So, in the list, I create an entry for each of the documents and share the list with the new employee. They go through, read the documents, tick the box to say they have completed the reading and fill in the date. All good.
But when my next new employee comes along and I send them to the list the required readings are all still filled in from the previous employee. Do I need to create a new list for every new employee starting? Or am I expected to clear the list of responses after each new employee? I think I am missing something fundamental here. The link to the documentation is here:

https://support.microsoft.com/en-gb/office/list-templates-in-microsoft-365-62f0e4cf-d55d-4f89-906f-4a34e036ded1

Answer 1

Hi @Karl Rolfe
In this case, you could create more items and attach the same document to these items at the same time, the result is like this:

Every item is for one new employee.

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Answer 2

Hi @Karl Rolfe
If you want to save only one item in your list, you could use Power Automate to achieve your goal:

In my case, I get the attach file from my site, you could choose different path as you want. As a result, once we delete the item in this list, it will create a new item with the attachment automatically.

What's more, the item could also be deleted automatically, just login M365 admin center > Data lifecycle management, create a label and set the retention time as you want (for example I select 7 days):

As a result, the item will be deleted 7 days later, at the same time, a new item with attachment will be created automatically.

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Answer 3

Hi @Karl Rolfe
If there are several documnets you need to attach on each item, you could try to complete it using powershell, in this method you could save time. The code shown below is about adding multiple attachments to the list item, before running it we need to add all files from a given folder to SharePoint Online.

#Set Variables  
$SiteURL = "https://crescent.sharepoint.com/sites/pmo"  
$ListName = "Projects"  
$ItemID ="2"  
$FolderPath = "C:\Temp\Docs"  
   
#Connect to PnP Online  
Connect-PnPOnline -Url $SiteURL -Interactive  
   
#Get the List Item  
$ListItem  = Get-PnPListItem -List $ListName -Id $ItemID  
   
#Function to Add all files as a attachment to list item  
Function Add-AttachmentsFromFolder($ListItem, $FolderPath)  
{  
    #Get All existing attachments from list item  
    $AttachmentFiles = Get-PnPProperty -ClientObject $ListItem -Property "AttachmentFiles"  
   
    #Get the File and Add to List Item Attachment  
    ForEach ($File in  (Get-ChildItem $FolderPath -File))  
    {  
        $AttachmentFile = $AttachmentFiles | Where { ($_.FileName -eq $File.Name) }  
        If($AttachmentFile -eq $Null)  
        {  
            $AttachmentInfo = New-Object -TypeName Microsoft.SharePoint.Client.AttachmentCreationInformation  
            $AttachmentInfo.FileName =  $File.Name  
            $AttachmentInfo.ContentStream = $File.OpenRead()  
            $AttchedFile = $ListItem.AttachmentFiles.Add($AttachmentInfo)  
            Invoke-PnPQuery  
            Write-host -f Green "Added Attachment File:"$File.FullName  
        }  
        Else  
        {  
            write-host -f Yellow "Attachment '$($File.Name)' Exists already!"  
        }  
    }  
}  
#Call the function to add all attachments from folder  
Add-AttachmentsFromFolder $ListItem $FolderPath  

Note: you need to change the parameter as you need.

As the characters exceed the count allowed in comment, I convert the comment to an answer.

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