New Maker Welcome Flow

Overview

A SharePoint-triggered automated flow that fires whenever a new 'first resource created' event lands in a tracked SharePoint list. For each new maker, the flow enriches their profile via Microsoft Graph (Office 365 Users), sends a personalized welcome email with links to training and community resources, posts a Teams welcome card on the maker's behalf, adds them to a SharePoint maker registry list, and notifies the COE admin via a follow-up email. Ships in the Off (Stopped) state — turn on after authenticating the four connections and tuning the env-var defaults to your tenant.

Use Case

Citizen-development programs typically don't notice a new maker until weeks after their first app or flow lands in the tenant — by which point the user may already have an unsupported pattern or be missing the training links they need most. This flow shifts onboarding left: the moment a 'first resource created' event is logged (typically by a separate COE inventory sweep), the new maker gets a welcome email within minutes, the admin gets a heads-up, the maker registry is updated, and a public Teams shout-out reinforces the community framing.

The flow is ideal for teams that:

• Closes the gap between first resource created and first contact from days/weeks to minutes
• Welcome email links the maker straight to training, community forums, and Power Automate docs
• Registry list provides a single source of truth for who's onboarded and when
• Admin notification keeps the COE in the loop without anyone having to actively monitor the events list
• Teams announcement makes the program visible to peers and managers

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.

Deploying to a new environment

Import the solution, author the two SharePoint lists per the Prerequisites table, authorize the four connection references, update the six env vars, then turn the flow on.

Send the Teams card to a public channel

Change Post Teams Welcome Announcement's poster and location parameters from Flow bot / Chat with Flow bot to User / Channel, then point the channel/group at your COE Teams channel for higher visibility.

Skip the registry write for re-onboarded makers

Add a SharePoint GetItems filter on the registry list before step 8; if a row already exists for that MakerEmail, branch to a Compose that logs the duplicate instead of inserting.

Localize the welcome email body

The email body is inline HTML. Pull it into a SharePoint-list-driven template if you need multi-language support.

Add a manager Cc to the welcome email

Add Get_Maker_Manager (Office 365 Users Manager_V2) right after step 6, then set emailMessage/Cc on step 7 to the manager's mail. Useful for HR-driven onboarding programs.

Replace the SharePoint registry with a Dataverse table

Swap step 8 from SharePoint PostItem to Dataverse CreateRecord against a custom flowlibs_makerregistry table for tighter integration with downstream COE reporting.

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.

@triggerOutputs()?['body/MakerEmail']

@outputs('Get_Maker_Profile')?['body/displayName']

@outputs('Get_Maker_Profile')?['body/department']

@triggerOutputs()?['body/FirstResourceType']

@triggerOutputs()?['body/FirstResourceName']

@variables('varTrainingUrl')