Flow Designer Hands-on Lab & Demo

[SatyamT]

Use Case: Auto onboard new joiners – Create IT + HR + Manager Tasks & send a welcome email whenever a new employee record is created.

Things you’ll be creating…
 
1. Flow Designer

2. Welcome Email

3. IT Support, HR Onboarding, Manager Check-in Tasks

Step 0: Create IT Support & HR Onboarding groups

1. Navigate to User Administration > Groups.
2. Click New.
3. Name: IT Support
   Description: Handles provisioning
   Add at least one member (optional). Save.
4. Repeat to create HR Onboarding.

Now you have two groups to assign to.
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Step 1: Create the Flow - main outline

1. Application Navigator > Flow Designer.
2. Click New > Flow.
• Name: Auto Onboard - New User Kickoff
• Description: On new user creation: create IT, HR & manager tasks and send welcome email.
3. Click Submit.

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Step 2: Add the trigger (When a user is created)

1. In the flow canvas click - Add Trigger.
2. Choose Table (When: Record).
• Table: User [sys_user]
• When: Created
3. Save the trigger.

Note: the trigger data pill will appear as Trigger > User Record, which you will use to pick fields (Name, Email, Manager).

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Step 3: Add an If condition (only run for active users with email)

1. Under the trigger click Flow Logic > search If and add it.
2. Configure the IF conditions (use data pill picker to choose fields):
• Condition 1: Trigger > User > Active is true
• Add AND Condition 2: Trigger > User > Email is not empty
3. This guarantees the flow continues only for active users who have an email.

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Step 4: Look up the groups (use Look up Records)

Inside If > THEN we will add two Look up Records actions so assignment uses group records by name.

For IT Support group

1. Click Action > search Look up Records and add.
2. Configure:
• Table: Group [sys_user_group]
• Filter: Name is IT Support
3. IMPORTANT: Set the Annotation Name to IT Support Group (so it is easy to locate).
4. Save.

For HR Onboarding group

1. Add another Look up Records action.
2. Table: Group [sys_user_group]
• Filter: Name is HR Onboarding
3. Set the Annotation Name to HR Onboarding Group.
4. Save.

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Step 5: Create the IT provisioning task (Create Record)

1. Under If > THEN click > Action > Create Record.
2. Configure Create Record:
• Table: Task [task]
• Annotation name : IT Support Task
3. Fill the fields (use data pill picker to insert fields from the Trigger or lookups):
• Short description: Provision: laptop, AD & mailbox for then insert data pill - Trigger > User > Name (result looks like Provision: laptop, ID & mailbox for <User.Name>)
• Description: New hire ${Name} (${Email}). Please provision laptop, ODC access, mailbox and organization apps. - build by inserting data pills: Trigger > User > Name and Trigger > User > Email.
• Assignment group: is IT Support
4. Save.

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Step 6: Create the HR orientation task

1. Add another Create Record action (Table: Task [task]).
• Annotation name: HR Onboarding Task
2. Fields:
• Short description: HR: Orientation & paperwork for + data pill Trigger > User > Name
• Description: Welcome ${Name}. Schedule orientation, benefits enrollment & paperwork. (insert data pills)
• Assignment group: is HR Onboarding
3. Save.

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Step 7: Create manager check-in task

1. Add Create Record action (Table: Task [task])
• Annotation name: Manager Check-in Task
2. Fields:
• Short description: Manager check-in: 7 day follow-up for + data pill Trigger > User > Name
• Description: Please check in with ${Name} about role clarity and blockers.
• Assigned to: use data pill Trigger > User > Manager (choose the manager record data pill - not manager name string).
3. Save.

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Step 8: Send the welcome email

1. Under the If > THEN add Action > search Send Email and add it.
2. Configure:
• To: data pill Trigger > User > Email
• CC: data pill Trigger > User > Manager > Email
• Subject: Welcome to Chai & Code, + data pill Trigger > User > Name
• Body: type the below email & use data pills wherever needed
  
  

Hi [Trigger > User > Name],

Welcome to Chai & Code - we’re excited to have you!

Quick checklist:

1) IT will provision laptop and mailbox.

2) HR will schedule orientation and send forms.

3) Your manager [Trigger > User > Manager > Name] will do a 7-day check-in.

If anything is missing, reply to this email.

Cheers,
People Ops

    3. Save.

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Step 9: Activate & Test the flow

1. Click Activate. The flow is now live and will run when a new user is created.
2. Navigate: User Administration > Users > New.
3. Create a test user:
   
   
1. First name / Last name: Chandler Developer
2. User ID: chandler.developer
3. Email: chandler@example.com
4. Manager: pick an existing user (this is required so manager task has an assignee)
5. Active: tick
   
   
4. Click Submit.
   
   
5. Immediately check:
   
   
1. Flow run: Return to Flow Designer, open your flow, click Execution Details (or Executions) > open the latest run and expand steps to see each action succeeded.
2. Tasks: Navigate to All > Tasks (or search short_description contains Provision: or HR:) - you should see 3 tasks created.
3. Emails: If outbound mail is configured, check System Mailboxes > Outbound > Outbox to see the welcome email.

If the tasks exist and the email entry exists (or email log shows a send attempt), your flow is working.