Kelly Mahon Posted January 31 Posted January 31 We have a 'new starter/joiner' workflow for line managers and HR to use to ask IT to build the account and associated tasks etc... We are currently manually sending a welcome email to the new starter once the account has been created from the ticket. What we want to know is, is there any way to automate this email and populate the 'to' field with the newly created new starter's email address? We have Power Automate and think this may be the only way to grab this information. currently, the new starter's name is a free text field in the intelligent capture. We then have 2 parallel processes (the creation of the account and details, and the building of the hardware), so the email should be sent after the account creation task (and therefore the email address exists) has been completed. I hope this makes sense enough for someone to advise. any questions about this, please ask. Thanks! Kelly
Peter Clough Posted January 31 Posted January 31 If the new starter's Hornbill account has created by the time they need that email, then you ought to be able to use a Get node to pull their account info and send an email to the associated email address. If the Hornbill account is running from a separate import, you could add a delay until after that should have imported, then try to get the information and send the email. For maximum reliability, I'd probably have something to get the next time of 10:05 (let's assume the import runs at 10:00 for this example), try and get the information, check if the email is set, then if it is, send the email and move on, if it isn't, loop back and wait for the next 10:05. That might be over-complicating things though. Easier to just suspend it for a day, then check.
Jim Posted January 31 Posted January 31 We tend to change our starter requests and leaver requests etc to the actual affected user once the account has synced to Hornbill as part of the workflow, it makes finding them again at a later date really easy, and sending emails etc especially if their email changes for some reason
Kelly Mahon Posted February 5 Author Posted February 5 On 31/01/2025 at 10:38, Peter Clough said: If the new starter's Hornbill account has created by the time they need that email, then you ought to be able to use a Get node to pull their account info and send an email to the associated email address. If the Hornbill account is running from a separate import, you could add a delay until after that should have imported, then try to get the information and send the email. For maximum reliability, I'd probably have something to get the next time of 10:05 (let's assume the import runs at 10:00 for this example), try and get the information, check if the email is set, then if it is, send the email and move on, if it isn't, loop back and wait for the next 10:05. That might be over-complicating things though. Easier to just suspend it for a day, then check. Thank you for this! This seems like this option would align with what I am after, however, I cannot seem to pick up on the criteria I require. Do you know what options I would be choosing within the Get node? Without changing the customer over halfway through the process to the new starter (something we do not wish to do) I cannot see how we can apply the to field to be the new starter's email address. I can confirm that the email node is after the user's account has been created and synced to Hornbill. Thank you in advance
Peter Clough Posted February 6 Posted February 6 As a node, you can put something like my screenshot below. You should by then know what one of their IDs will be, so can use that to find them, then email is one of the outputs it'll give you to work with.
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