top of page

Streamlining Employee Onboarding with SharePoint and Power Automate

  • Writer: Gabrielle Lepage
    Gabrielle Lepage
  • Sep 5
  • 3 min read

Updated: Sep 28

Setup: Employee Records Management in SharePoint


Instead of just a simple onboarding folder, we designed an Employee Document Library to manage all employee records.


Each document set captures:

  • Employee Name, ID, and Email

  • Employment Status, Department, Position, and Start Date

  • Predefined folders for:

- Onboarding

- Performance Management

- Payroll & Benefits

- Employment Documents


Tip: Keep in mind that the employee document sets can be configured to capture any employee information of your preference. This setup is just an easy example.


By structuring the library this way, HR can manage all employee records in one place!




How does this Automated Employee Onboarding Workflow Work?


We created a custom column in the Employee Document Library called “Onboarding Docs.” Using JSON column formatting, we added a “Send Onboarding Package” button that triggers a Power Automate flow.


Here’s what happens when HR clicks the button:


  1. Onboarding Package Delivery:

  2. The flow generates an onboarding package from a Templates Library, where HR admins can maintain and update document templates.

  3. New templates, such as updated tax forms, are automatically included without changing the employee library or the automation workflow.

  5. The package is sent directly to the employee’s email.


  6. Document Upload Tracking:

  7. The second flow monitors the employee’s onboarding folder.

  9. Once all required documents are uploaded, the flow updates the Onboarding Docs column to “Completed,” automatically hiding the "Send Onboarding Package" button, preventing HR admins from accidentally sending the package to the employee again.


  10. Reminder Emails:

  12. A third flow automatically sends a reminder email to the employee if documents haven’t been uploaded within two days of their start date.


The result: HR no longer needs to draft individual emails, monitor uploads manually, or track onboarding progress.



JSON Column Formatting for the “Send Onboarding Package” Button


Here’s an example of the JSON used to create the button in the Onboarding Docs column:


Key Points:

  • Replace `<PowerAutomateFlowID>` with your actual flow ID. This can be found in your flow's URL.

  • The transparent color ensures the button disappears once the column contents equal "Completed." This workaround removes the need to use Power Apps or SPFx field customizer, simplifying the solution.

  • Styling can be customized to match your organization’s branding.



Building the Power Automate Flows


1. Send Onboarding Package Flow

  • Triggered by the "Send Onboarding Package" button.

  • Retrieves templates from the Templates Library.

  • Creates a Sharing Link for the employee's onboarding folder.

  • Sends the package to the employee’s email with said sharing link for upload.

  • Recommended: Utilize dynamic fields like employee name, start date, and department.


2. Track Document Upload Flow

  • Monitors the employee’s onboarding folder for newly created files.

  • If all onboarding files have been uploaded to the onboarding folder, update the Onboarding Docs column to “Completed” when all files are uploaded, which hides the button automatically.


3. Reminder Email Flow

  • Runs on a schedule (e.g., daily).

  • Checks for missing uploads two days before the start date.

  • Sends a templated reminder to the employee.



Why This Workflow Works for HR Teams


  • Reduces manual work: HR no longer needs to email documents individually.

  • Ensures compliance: Every employee receives and submits required documents on time.

  • Dynamic templates: Updating documents in the Templates Library automatically updates onboarding packages for future hires.

  • User-friendly: HR staff don’t need coding experience; JSON and Power Automate handle the technical work behind a simple button click.



Next Steps for Your Organization


Ready to automate employee onboarding?


Start by:

  1. Creating your Employee Document Library with structured document sets.

  2. Setting up a Templates Library for onboarding documents.

  3. Adding the Onboarding Docs column with JSON formatting.

  4. Building the three Power Automate flows.


With this system, your HR team can save hours each week, reduce errors, and create a seamless onboarding experience for every new employee.


Take Action Today: Don’t let manual onboarding slow your team down. Start implementing this SharePoint and Power Automate workflow now to streamline your processes effortlessly.


If you want additional help optimizing your HR processes, contact us today! Echo Transformation can guide your team, customize workflows, and ensure every new hire has a smooth, efficient onboarding experience.

 
 
 
bottom of page