New Employee Record Creator

Overview

FlowLibs - New Employee Record Creator automates employee onboarding by looking up a new user's profile in Microsoft Entra ID (Azure AD) and inserting an onboarding record into a SQL Server tracking table. An HR notification email is sent with the new employee's details, ensuring the onboarding process begins immediately.

Use Case

When a new employee joins the organization and their account is created in Azure AD, this flow:

1. Retrieves the employee's profile (display name, email, department, job title) from Entra ID 2. Creates an onboarding record in a SQL Server tracking table 3. Sends an HTML-formatted notification email to HR with all relevant details

This demonstrates how identity events in Azure AD can drive downstream database operations and notifications — a common pattern for employee lifecycle automation.

The flow is ideal for teams that:

• HR teams automating new-hire onboarding from identity events
• IT admins integrating Azure AD with downstream tracking systems
• Organizations standardizing employee lifecycle workflows
• Teams that want SQL-backed audit records of onboarding activity

Flow Architecture

Environment Variables

Connectors & Connections

Note — All connections are referenced as solution connection references; the flow is portable between environments as long as a connection is mapped at import time.

Customization Guide

Almost every realistic variant of this flow can be implemented by changing environment variable values. A few cases require small edits inside the flow definition — those are called out explicitly below.

Update environment variables

Set flowlibs_SqlServerName and flowlibs_SqlDatabaseName to your SQL Server instance, and flowlibs_NotificationEmailAddress to the HR distribution alias.

Create the Onboarding tracking table

In your SQL database, create the target table with columns: DisplayName (nvarchar), Email (nvarchar), Department (nvarchar), CreatedDate (datetime), OnboardingStatus (nvarchar).

Authorize connections

Open the flow in the designer and authorize the Entra ID, SQL Server, and Office 365 Outlook connections in your target environment.

Convert to an automated trigger

The shipped flow uses a manual trigger for easy testing. To automate it, replace the trigger with a Recurrence (hourly/daily), add an HTTP action that queries Microsoft Graph for users created since the last run (GET https://graph.microsoft.com/v1.0/users?$filter=createdDateTime ge {cutoffDate}), and wrap the Get User / Insert / Send Email actions in an Apply to each. The Entra ID connector has no built-in trigger for user-creation events.

Expand the onboarding record

Add columns such as JobTitle, ManagerUpn, or OfficeLocation in the SQL table and map them from the Get User Profile outputs to capture richer onboarding data.

Key Expressions

The flow is intentionally light on Power Fx / WDL gymnastics — the heaviest expressions are the branch-name concatenation and the approval outcome check. They are listed below in the order they appear in the flow.

triggerBody()['text']

outputs('Get_User_Profile')?['body/displayName']

outputs('Get_User_Profile')?['body/mail']

outputs('Get_User_Profile')?['body/department']

outputs('Get_User_Profile')?['body/jobTitle']

utcNow()

parameters('flowlibs_SqlServerName')

variables('varHrEmail')