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Automate ToDos for New Employees

A SharePoint Flows tutorial by Peter Kalmström

Flow iconWhen new colleagues start working, there are certain things that always have to be done. The new employees will for example need some equipment, and the people responsible for arranging that needs to be informed.

In the demo below Peter Kalmström, CEO and Systems Designer of kalmstrom.com Business Solutions, shows how to build two different flows that create tasks with information about new staff and what equipment is needed.

In the first flow, the equipment items are hardcoded. In the second flow, the pieces of equipment are taken from a settings list.

Peter uses two SharePoint lists in both flows: an Employees list and a Tasks list. But the process will be much enhanced if you also use a settings list for the equipment and responsibles. With a settings list, you don't have to modify the flow each time equipment is changed, and you can also add a responsible person for each piece of equipment.

To simplify the demos, Peter has all three lists on the same site, but this is not necessary. A flow can fetch information from different SharePoint sites.
The equipment that should be given to each new employee varies depending on position.

Equipment per position

Trigger

Both flows start from an automated blank flow and use the trigger 'SharePoint - when an item is created' for the Employees list.

Test

Test the flows by adding a new item in the Employees list. Make sure that the appropriate equipment tasks for the position of the new employee are added to the Tasks list.

Flow with hard-coded equipment

In this flow each equipment item is written into the flow, which means that you have to change the flow every time there is a change in the equipment.
  1. Add conditions for the Position value:
    • the Position value is equal to Management.
    • the Position value is equal to Finance.

      (If both these are false, the third Position value, Production, is true.)
  2. Add actions 'SharePoint - create item' to create tasks in the Tasks list depending on the Position value. For each task, write in the equipment and add dynamic fields for 'First name' and 'Last name

Flow with a Settings list

To further automate and enhance the process, we recommend that you let the flow fetch data from a Hiring Settings list. With such a list, you avoid changes in the flow each time anything around the equipment is changed, and you can also easily set and change the responsible for each equipment item.

Peter has renamed the 'Title' column to 'ToDo', and here he enters the equipment values. The settings list also has columns for position and the name of the person or group who is responsible for arranging the equipment. When column values are changed, the flow will continue working as before.

Equipment settings list
  1. Add an action: 'SharePoint - Get items for the Settings list.

    At 'Filter Query' under Advanced options, filter the Position value so that it equals the dynamic content 'Position value'. This will give the equipment items that the newly added person in the Employees list will need.
  2. Add an action: 'Apply to each'. Select the dynamic content 'value' as output.
  3. Add an action 'SharePoint - Create item', to create a task in the Tasks list. At 'Task Name' write some general text and add dynamic content for 'First name', 'Last name' and 'ToDo'. At 'Assigned to claims', add the dynamic content 'Assigned Claims'. .




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