Document how M365 Powerautomate creates automated workflows to take data from the appropriate Adstra Onboarding or Offboarding M365 Forms and sends emails to the Service Desk, stakeholders, and PBA owners.

• Forms are located in the HR and IT- TAR M365 Group

• New User Notification Form generates data for New User Notification Flow

• Located under HR and IT TAR M365 Team > Forms > New User Notification

• HR/Manager link to Submit New User Notification

• IMPORTANT: Internal use only DO NOT share with HR or Adstra Management! If a form needs to be updated or troubleshooting needs to occur the editable form can be reached here: Edit New User Notification

• User Termination Notification Form generates data for Termination Notification Flow

• Located under HR and IT TAR M365 Team > Forms > User Termination Notification

• HR and Adstra Management can submit offboarding requests by using this form User Termination Notification

• IMPORTANT: Internal use only DO NOT share with HR or Adstra Management! If a form needs to be updated or troubleshooting needs to occur the editable form can be reached here: Edit User Termination Notification

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• Service Delivery

• Customer Satisfaction

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• Service Delivery

• vITM

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• Powerautomate flow modified to meet business need AND associated M365 Form is updated appropriately

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• Halo Ticket

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• Approval from Client POC to modify

• 1Password > Website > M365 CentrexIT Ops Account

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1. Login to office.com with centrexit.ops@adstradata.com account
2. If data or PBA changes are required go to Forms > HR and IT - TAR Group (or Recent section).

• Edit New User Notification and/or User Termination Notification Form as needed or requested.

3. Once Form(s) is updated, go to Powerautomate
4. Click My Flows > Shared with me
5. Update both the New User Notification Flow and Termination Notification Flow as needed or requested

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6. Click Edit

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7. Review the logic being used to support the automated workflow. Below are examples of the most common elements modified:

• Email Recipients

• Email Body (Data linked to correlating M365 Form)

• If a change is required please make sure to update the related Form first before updating the Flow

• Licensed PBAs

• Flows use a variable to convert an array into a string in order to parse out the correlating multi-select fields below to send individual emails to PBA owners as needed.

• On the New User Notification Form look for the question Paid Software Required

• On User Termination Notification Form look for the question Software Recovery

8. What to update (see screenshot below):

• Red boxes indicate email changes that can be made

• Blue boxes indicates data that is linked and generated by the M365 Form. If you need to update data, please make sure to review and update the related Form first.

• Yellow box and arrow indicate PBA based conditional variables that allow PBA owners to be notified via email if a license is needed or should be removed.

• If a new PBA is added to the multi-select field that requires email notification you can add another “Switch” and make sure to use the exact name used in the corresponding multi-select field.

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10. Once you have made the desired changes Save and coordinate with client POC to test that the workflow was successful and had the intended results.