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Wednesday
How can you design and implement an end-to-end Employee Onboarding process in ServiceNow that imports employee data from an external Sheet API, creates onboarding records and related tasks, and sends email notifications to each employee using Flow Designer and custom actions?
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yesterday
Hello @Nikhilsuryawans
I have shared a complete, end-to-end solution for automating Employee Onboarding in ServiceNow. This approach uses Flow Designer, custom actions, REST integration, task automation, and email notifications to provide a seamless onboarding experience.
The solution works as follows:
Data Integration: A custom Flow Designer action fetches employee data from an external Sheet API (sheet.best) using sn_ws.RESTMessageV2. The JSON response is validated and returned for further processing, ensuring only accurate data enters ServiceNow.
Onboarding Record Creation: The JSON data is parsed, and each employee gets a dedicated onboarding record in a custom table. Key fields like name, email, department, manager, and joining date are stored. This provides a structured, auditable onboarding record per employee.
User Assignment: Managers and HR personnel are dynamically resolved from the sys_user table. For HR, it’s best practice to use roles or groups rather than hard-coding names, which ensures flexibility and maintainability.
Task Automation: Multiple onboarding tasks—like submitting documents, completing HR forms, and attending orientation—are automatically created per employee and assigned to the correct users. This guarantees consistent onboarding workflows without manual intervention.
Email Notifications: Employee email addresses are collected into an array and processed through a For Each loop in Flow Designer. Each employee receives a personalized onboarding email, keeping them informed from day one.
Scalability & Maintainability: Using Flow Designer with custom actions ensures the solution is reusable, modular, and easy to maintain. Error handling can be added for REST failures, and tasks can be adjusted without touching core code.
This design ensures automation, accountability, and a smooth experience for both HR and new employees while adhering to ServiceNow best practices.
If this solution answers your question and is helpful, please accept my solution and mark it as Helpful 👍
Thank you!
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yesterday
Hello @Nikhilsuryawans
I have shared a complete, end-to-end solution for automating Employee Onboarding in ServiceNow. This approach uses Flow Designer, custom actions, REST integration, task automation, and email notifications to provide a seamless onboarding experience.
The solution works as follows:
Data Integration: A custom Flow Designer action fetches employee data from an external Sheet API (sheet.best) using sn_ws.RESTMessageV2. The JSON response is validated and returned for further processing, ensuring only accurate data enters ServiceNow.
Onboarding Record Creation: The JSON data is parsed, and each employee gets a dedicated onboarding record in a custom table. Key fields like name, email, department, manager, and joining date are stored. This provides a structured, auditable onboarding record per employee.
User Assignment: Managers and HR personnel are dynamically resolved from the sys_user table. For HR, it’s best practice to use roles or groups rather than hard-coding names, which ensures flexibility and maintainability.
Task Automation: Multiple onboarding tasks—like submitting documents, completing HR forms, and attending orientation—are automatically created per employee and assigned to the correct users. This guarantees consistent onboarding workflows without manual intervention.
Email Notifications: Employee email addresses are collected into an array and processed through a For Each loop in Flow Designer. Each employee receives a personalized onboarding email, keeping them informed from day one.
Scalability & Maintainability: Using Flow Designer with custom actions ensures the solution is reusable, modular, and easy to maintain. Error handling can be added for REST failures, and tasks can be adjusted without touching core code.
This design ensures automation, accountability, and a smooth experience for both HR and new employees while adhering to ServiceNow best practices.
If this solution answers your question and is helpful, please accept my solution and mark it as Helpful 👍
Thank you!
