Automate employee onboarding tasks before their first day of work with Azure portal (preview)

This tutorial provides a step-by-step guide on how to automate pre-hire tasks with Lifecycle workflows using the Azure portal.

This pre-hire scenario will generate a temporary access pass for our new employee and send it via email to the user's new manager.

Screenshot of the lifecycle workflow scenario.

Before you begin

Two accounts are required for this tutorial, one account for the new hire and another account that acts as the manager of the new hire. The new hire account must have the following attributes set:

  • employeeHireDate must be set to today
  • department must be set to sales
  • manager attribute must be set, and the manager account should have a mailbox to receive an email

For more comprehensive instructions on how to complete these prerequisite steps, you may refer to the Preparing user accounts for Lifecycle workflows tutorial. The TAP policy must also be enabled to run this tutorial.

Detailed breakdown of the relevant attributes:

Attribute Description Set on
mail Used to notify manager of the new employees temporary access pass Both
manager This attribute that is used by the lifecycle workflow Employee
employeeHireDate Used to trigger the workflow Employee
department Used to provide the scope for the workflow Employee

The pre-hire scenario can be broken down into the following:

  • Prerequisite: Create two user accounts, one to represent an employee and one to represent a manager
  • Prerequisite: Editing the attributes required for this scenario in the portal
  • Prerequisite: Edit the attributes for this scenario using Microsoft Graph Explorer
  • Prerequisite: Enabling and using Temporary Access Pass (TAP)
  • Creating the lifecycle management workflow
  • Triggering the workflow
  • Verifying the workflow was successfully executed

Create a workflow using pre-hire template

Use the following steps to create a pre-hire workflow that will generate a TAP and send it via email to the user's manager using the Azure portal.

  1. Sign in to Azure portal

  2. On the right, select Azure Active Directory.

  3. Select Identity Governance.

  4. Select Lifecycle workflows (Preview).

  5. On the Overview (Preview) page, select New workflow. Screenshot of selecting a new workflow.

  6. From the templates, select select under Onboard pre-hire employee. Screenshot of selecting workflow template.

  7. Next, you will configure the basic information about the workflow. This information includes when the workflow will trigger, known as Days from event. So in this case, the workflow will trigger two days before the employee's hire date. On the onboard pre-hire employee screen, add the following settings and then select Next: Configure Scope.

    Screenshot of selecting a configuration scope.

  8. Next, you will configure the scope. The scope determines which users this workflow will run against. In this case, it will be on all users in the Sales department. On the configure scope screen, under Rule add the following settings and then select Next: Review tasks

    Screenshot of selecting review tasks.

  9. On the following page, you may inspect the task if desired but no additional configuration is needed. Select Next: Review + Create when you are finished. Screenshot of reviewing an on-board workflow.

  10. On the review blade, verify the information is correct and select Create. Screenshot of creating an onboard workflow.

Run the workflow

Now that the workflow is created, it will automatically run the workflow every 3 hours. Lifecycle workflows will check every 3 hours for users in the associated execution condition and execute the configured tasks for those users. However, for the tutorial, we would like to run it immediately. To run a workflow immediately, we can use the on-demand feature.

Note

Be aware that you currently cannot run a workflow on-demand if it is set to disabled. You need to set the workflow to enabled to use the on-demand feature.

To run a workflow on-demand, for users using the Azure portal, do the following steps:

  1. On the workflow screen, select the specific workflow you want to run.
  2. Select Run on demand.
  3. On the select users tab, select add users.
  4. Add a user.
  5. Select Run workflow.

Check tasks and workflow status

At any time, you may monitor the status of the workflows and the tasks. As a reminder, there are three different data pivots, users runs, and tasks which are currently available in public preview. You may learn more in the how-to guide Check the status of a workflow (preview). In the course of this tutorial, we will look at the status using the user focused reports.

  1. To begin, select the Workflow history (Preview) tab on the left to view the user summary and associated workflow tasks and statuses.
    Screenshot of workflow History status.

  2. Once the Workflow history (Preview) tab has been selected, you will land on the workflow history page as shown. Screenshot of workflow history overview

  3. Next, you may select Total tasks for the user Jane Smith to view the total number of tasks created and their statuses. In this example, there are three total tasks assigned to the user Jane Smith.
    Screenshot of workflow total task summary.

  4. To add an extra layer of granularity, you may select Failed tasks for the user Jeff Smith to view the total number of failed tasks assigned to the user Jeff Smith. Screenshot of workflow failed tasks.

  5. Similarly, you may select Unprocessed tasks for the user Jeff Smith to view the total number of unprocessed or canceled tasks assigned to the user Jeff Smith. Screenshot of workflow unprocessed tasks summary.

Enable the workflow schedule

After running your workflow on-demand and checking that everything is working fine, you may want to enable the workflow schedule. To enable the workflow schedule, you may select the Enable Schedule checkbox on the Properties (Preview) page.

Screenshot of enabling workflow schedule.

Next steps