HR New Hire Welcome Packet

HR New Hire Welcome Packet watches a SharePoint new-hire list and sends two emails per hire, in parallel: a welcome packet assembled from a SharePoint links list, and a “Meet your new team” email introducing the hire to their manager and teammates with AI-generated, confidence-scored bios.

Each email is owned by its own agent. The welcome packet’s audience matching is entirely data-driven, so there’s no per-audience branching logic to maintain — adding or retiring an audience is a list edit, not a workflow change. The team-intro email’s roster is built live from your org’s manager/ direct-report structure every run, and whether it sends itself or waits for a human is a deterministic, org-configurable setting, not something either agent decides.

Agents

• Onboarding Agent owns all three tools (SharePoint Get items/Update item, Office 365 Outlook Send an email) and makes every decision itself. If the row’s Packet sent column already has a value it stops, so a re-run or list re-sync can’t double-send. If a required field is blank it emails HR naming exactly which field is missing and leaves the row unstamped, rather than sending a half-filled packet. Otherwise it reads Welcome Links, decides which single Audience value the job title matches — never inventing one that isn’t already a value in that list — and builds the mail from every Everyone row plus the matched audience’s rows.

• Team Intro Agent runs in parallel with Onboarding Agent off the same trigger — the two are independent, so neither blocks or is blocked by the other. It uses Office 365 Users’ Get manager and Get direct reports (both read-only) to build the hire’s team roster, then web search to look up each person’s public LinkedIn profile and write a short, confidence-gated bio. It never sends email or updates any row itself — it only outputs a subject and an HTML body. A deterministic If/Else downstream of the agent, not the agent itself, decides whether that email sends automatically or is saved as a draft for review, based on the AutoSendTeamIntro setting.

How the workflow runs

The trigger fires when a new item is created in the New Hires list. The Onboarding Agent then runs its checks and, when the row is complete, calls Get items once on Welcome Links, decides which audience the job title matches (or that none do), and selects which rows belong in the packet itself — the agent does this selection, not a SharePoint filter, using only rows actually present in what Get items returned. It sends the mail (To: the hire, Cc: their manager) and stamps Packet sent with today’s date. Every link, URL, and description in the mail comes from the Welcome Links list — the agent never authors content, only selects and formats it. If no audience matches, it still sends the Everyone rows plus a line saying the manager will follow up, and separately tells HR which title couldn’t be placed.

In parallel, Team Intro Agent calls Get manager on the hire’s work email, then Get direct reports on the manager to get the manager’s team. It drops anyone with a blank job title (shadow/placeholder directory accounts), removes the hire themselves if a timing quirk surfaces them in their own manager’s list, and keeps at most 10 people — manager first. For the manager and each remaining person, it searches the web for a matching public professional profile — LinkedIn preferred, falling back to other public professional sources (directories, conference speaker pages, employer bios) if no LinkedIn page surfaces — and rates its own confidence (0.0–1.0) that it found the right person. At 0.75 or higher it writes a short, strictly factual 2–3 sentence bio with a source link; below that — or with no clear single match — it uses a warm, name-and-title-specific fallback line instead of guessing, so the card never reads like an error even without a bio. It composes one HTML email (the manager’s card first, then the team), each card with a mailto: “Schedule a 1:1” link, and a disclaimer stating the bios are AI-generated from public information and may be inaccurate.

A deterministic If/Else then checks AutoSendTeamIntro: if Yes, Send an email (V2) sends it straight to the hire (Cc HR); if No, Draft an email message creates the same email as a draft in HR’s mailbox instead, for a human to review and send manually. That decision is made by the If/Else, not the agent, so it’s never affected by model variance.

Configuration

Customizations

• Audiences are entirely data-driven from Welcome Links’ Audience column — add, rename, or retire one by editing the list, not the agent.
• Required fields the agent checks before sending. Extend or relax the set in the agent’s instructions if your list has fewer or more required columns.
• Dedupe column. Packet sent is what stops a re-run from double-sending — keep it out of any intake form so only the agent writes to it.
• Notification routing if you want a Teams post or a ticket instead of an email when a title can’t be placed.
• Bio confidence threshold. Team Intro Agent only writes a bio at ≥0.75 confidence of a correct profile match — raise or lower this in the agent’s instructions if you want it stricter, or more willing to take a guess.
• Auto-send vs. draft. AutoSendTeamIntro is the only thing gating whether the team-intro email sends itself or waits for a human — flip the default in Configuration if your org wants review-before-send to be the out-of-box behavior instead of the exception.

Keep the audience list as the single source of truth — that’s what keeps the welcome packet a single agent’s decision instead of growing a branch per audience.

Prerequisites

A SharePoint site with two lists, an Office 365 Outlook connection, and an Office 365 Users connection:

• New Hires — six columns: Preferred name, Work email, Job title, Start date (Date), Manager email, Packet sent (Date, written by the agent — leave it out of any forms).
• Welcome Links — four columns: Audience (Everyone or a role word your org uses), Link name, URL (Hyperlink), Description (optional). Populate this with your own Everyone rows (payroll, badge, benefits, IT setup) before going live — the packet is only as good as this list.
• Office 365 Users needs read access to your org’s manager/direct-report structure — Team Intro Agent uses it to build the team roster, and it works against any tenant (unlike Microsoft Graph, which depends on tenant-specific setup).

Import

Download the rebuilt solution ZIP from this page and import it through Power Platform. Connections don’t carry over to a new user or environment — on the Onboarding Agent node, delete and re-add each tool so it authenticates against your own account; do the same for Team Intro Agent’s two Office 365 Users tools and for the Send an email / Draft an email message nodes downstream of its If/Else (the canvas has a note listing exactly which tools/connections to re-add in each case). Reopen the trigger and the Onboarding Agent’s SharePoint actions to re-point them at your own New Hires and Welcome Links lists. Re-pointing the trigger will break every field_N dynamic-content token used in both agents’ prompts (SharePoint assigns these per-list) — reopen each agent and re-insert every token from the dynamic content picker against your own list’s columns. Then set HRNotifyEmail, WelcomeLinksSite, WelcomeLinksList, and AutoSendTeamIntro before turning the workflow on.