When looking over our onboarding program, there are some aspects which are automated, and other aspects which aren't. Below we will cover the different automated and manual parts of the Onboarding process, ensuring that links to the appropriate resources are provided each step of the way. The onboarding process is initiated by HR submitting a request within FreshService. This will send an email to the Reporting Manager and the IT Team for transparency sake. From here, we can review that user's information prior to the onboarding tickets being created. PICTURE OF ONBOARDING REQUEST EMAIL You'll notice there is a link in this email which allows the manager to refresh their memory of this process. You can click here to follow that same link, and review the proper onboarding steps a manager will take. You can see the main onboarding process form as a manager might below: PICTURE OF ONBOARDING FORM Once the Manager has approved and submitted this form, Onboarding tickets will be created in FreshService, and the automations begin to work. The following steps are automated once these tickets are created, our FreshService Automation will execute as designed in the Workflow Automator within FreshService. If you are signed into FreshService, this can be reached via [this link](https://sandowdesigngroup.freshservice.com/ws/2/admin/automators?workflow_type=event#ticket_automators) The Onboarding Process Automation will run through the following steps: Pulls user information from submitted onboarding request. This determines if a Full Time, Part Time, or Consultant/Contractor/Freelancer/Intern account is created Confirm that the default username can be used (John Doe for Sandow brand is jdoe) If default username format exists, checks for Middle Initial - Attempt username with middle initial (John Quincy Doe, jqdoe) If middle initial format exists, attempt with second letter of first name (John Doe, jodoe) If middle initial and second letter of first name exists, a final attempt is made with both middle initial and second letter of the first name (John Quincy Doe, joqdoe) If all four of the above fail, an error note listing all attempts made is added to the onboarding request Create User in OneLogin based on the accepted format from prior test. This user will map over all details from the FreshService Onboarding Request (Name, Brand/Company, Department, Manager, Title). Based on the Brand and User-Type (Full/Part-Time, Consultant/Contractor/Freelancer/Intern), the email address populates in Microsoft 365 Admin. User is provided Zoom and FreshService roles on their OneLogin Account An Email license via is added to the user in Microsoft 365 Admin If email License is not available, an email is sent to IT Team with Template that should be sent to [email protected] requesting the appropriate license for this user Once the user is created and the license is assigned, FreshService will send links to Azure Runbooks to ensure that Mailbox Archiving is enabled, and the appropriate Retention Policy is enabled for this user. These are the final nodes noted on the Onboarding regardless of what account type is created, and can be reviewed within our Azure environment at the following link. Only Global Admins can view/edit this.