Viva Engage New Employee Welcome Post
When a new hire is added in Dataverse/HR, the flow posts a warm welcome introducing them to the relevant Viva Engage community (name, role, team, a fun fact), and notifies their manager. Helps new joiners feel welcomed and visible across the organization automatically.
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Overview
This flow automatically welcomes new hires on Viva Engage. When a new hire row is created in the Dataverse flowlibs_newhire table (the HR/onboarding source), the flow composes a warm introduction (name, team, role, fun fact), posts it to the configured Viva Engage community, and emails the new hire's manager to let them know the welcome went out.
Why it matters: New joiners feel more connected when they're introduced publicly and consistently. Automating the welcome ensures every hire gets a timely, on-brand introduction the moment their record lands in HR — no manual posting required.
Use Case
HR maintains new-hire records in Dataverse as part of onboarding. The People/Comms team wants every new employee introduced on Viva Engage automatically, and the hiring manager notified so they can reach out personally. This flow turns a single HR data entry into a public welcome post plus a manager FYI.
Flow Architecture
When a New Hire Is Added
Dataverse SubscribeWebhookTrigger (Create, Organization scope)Fires when a row is created in the flowlibs_newhires table.
Initialize variables
Initialize VariableLoad flowlibs_CompanyName and flowlibs_VivaCommunityGroupId env vars into working variables.
Compose Welcome Message
ComposeBuild the warm welcome text from the new hire row fields (full name, department, job title, fun fact).
Post Welcome To Viva Engage
Viva Engage PostMessagePost the welcome into the configured Viva Engage community.
Notify Manager By Email
Outlook SendEmailV2Email the new hire's manager that the welcome was published, with hire details.
Environment Variables
| Schema name | Type | Default | Description |
|---|---|---|---|
| flowlibs_CompanyName | String | Contoso | Company name woven into the welcome post and manager email. |
| flowlibs_VivaCommunityGroupId | String | — | Numeric id of the Viva Engage community to post the welcome into. Empty value falls back to 0 (All Company) at runtime. |
Connectors & Connections
| Connector | API name | Actions used |
|---|---|---|
| Microsoft Dataverse | shared_commondataserviceforapps | SubscribeWebhookTrigger |
| Viva Engage | shared_yammer | PostMessage |
| Office 365 Outlook | shared_office365 | SendEmailV2 |
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.
- Community per department
- Drive flowlibs_VivaCommunityGroupId from a lookup on the hire's flowlibs_department so each team posts to its own community.
- Consent / opt-out
- Add a boolean column to the new-hire table and a Condition so hires can opt out of a public introduction.
- Richer post
- Extend Compose_Welcome_Message to include a profile photo, a who-to-follow list, or links to onboarding resources.
- CC HR / buddy
- Add recipients to the manager email, or branch a Teams message to an onboarding buddy.
- Filter by hire type
- Set the trigger's filteringattributes (e.g. only full-time) so contractors don't trigger a welcome.
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.
EXPR.01Community group id (handles unset env var)
Viva PostMessage input/group_id requires an integer; 0 posts to All Company.
EXPR.02Manager greeting (handles missing name)
Fallback greeting when no manager name is present.
EXPR.03Start date formatting
Format the start date for the manager email.
EXPR.04Viva post body parameter
The Yammer/Viva connector body param uses the input/ prefix.
Customize & download
Generate a ready-to-import copy of this solution with your environment-variable values baked in — available on Base, Pro, or Team.
Upgrade to customize
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