When
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.
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.
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.)
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.
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.
Add an action: 'Apply to each'. Select the
dynamic content 'value' as output.
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'. .
When
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. 
