Client contact management software in Onboarding forms

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Today I am going to be taking you through a setup that I've done recently with Microsoft forms and Microsoft flow in which we're looking at a common business issue a time consuming issue which is new user inductions and getting people set up on systems with the relevant permissions for folders and applications and everything that needs doing from a payroll sense when a new user joins the business. So I've looked at a way of making this as efficient as possible and I'm just going to take you through exactly how it done this as an example so here we can say new starter information form this can be completed by somebody in the HR or people department or by the employee themselves potentially so we're going to go through and create some data on here first name and surname, job title and I've created a temporary user account in order to receive any emails that come through rather than using my own so I've put that into the personal email address the reason that a business might want to collect personal email address is something that's private to them for example for electronic pace let's now we're going to choose a start date for employment so that we know when to get these your user account set up before and choose yesterday for that date of birth choose a date what Department this person belongs to so let's just use accounts are their line manager personal emergency contact information such as emergency contact name and a potential emergency contact telephone number okay for paying the employees their salary we're going to need a bank shortcode and account number okay and when I submit the form see that that's been submitted if I go over to my flow you'll see I have an approval process and you can see now that the request has come through new start request for Wayne Rooney unlike with the HR manager or director of the business and the reason we've got an approval request is because I've created a flow which will create user accounts on systems we don't want that going through without authorization so if we just approve and confirm approval okay the request has been approved and if we go back to my flow and look at what's happening with this see it's already completed books this is basically doing the job of inputting the information onto a database which we can see here so you can see the information has been captured and the first name surname the date that they started what do to start personal email address the department they belong to it states that the and office 365 users been created that's because within my flow I actually have a task once approved which creates a password using some information from the company the name and the current year as a temporary password and it goes ahead and it creates the user account for that individual okay so if we have a look in my office 365 portal so it's created as an office 365 account for a user what you'll also notice is that it has added that user account to the accounts security group which we chose for their department and if we take a look at the email that was sent to this individual you can see that we've got a welcome email with the username of that individual and if we also look at the flow it has also sent a text message with the details for the password furthermore I've also got another flow which I've set up here to disable user accounts when the users left the organization I get to show you that in action if we go to use a database where it records all information about users they've started if I edit this user account and specify a leaving date again let's say that's today and I hit OK and I save that ok there's an hour leaving date we can see now that the user has been blocked from access as the flow has run and has disabled the user account you okay we can see here with that went ahead and disabled user account for Wayne Rooney and has also updated on the database to show that the employee has now left the organization and that the user account has been disabled hopefully you found that demonstration useful it's quite a significant setup on the flow but it's something that in reality only took around an hour to complete and can save hours upon hours of time consumed by an organisation on-boarding and off-boarding employees similar routines can be done for things like customers to help with the communication with customers on onboarding as well I hope you've found that useful and just comment if you'd like more guidance on how to accomplish these kind of tasks thank you and I will catch you soon