New Employee Onboarding with Approvals and Notifications — SharePoint Automation
IT Partner develops an automated new employee onboarding process in SharePoint Online that lets authorized users submit account requests through a form, route those requests for supervisor approval, and receive new user credentials by email after approval, without giving those users Microsoft 365 global administrator rights.
What this engagement is
This service sets up an automated process for requesting new employee user accounts. An authorized user fills out an account request form on a SharePoint Online site, specifies the supervisor who must approve the request, and submits it. The supervisor receives an email with the request details and approve/reject options. After approval, the requester receives an email with the login and password for the new account to provide to the new user.
Success criteria
What you receive
How the work unfolds
Confirm business goals, review the standard onboarding request scenario, identify the client point of contact, confirm required access, and agree on the expected approval and notification flow for the fixed-scope implementation.
Collect the standard account request parameters, approver list requirements, supervisor selection approach, SharePoint site location, email notification requirements, and any tenant-specific details needed to configure the form and approval process.
Configure the SharePoint Online request form elements with standard parameters, set permissions for authorized requesters and approvers, build the common supervisor approval workflow, and configure email notifications for approval requests and approved account credentials.
Test the end-to-end onboarding request process with client-provided sample data, verify that eligible supervisors can approve or reject requests, confirm notifications are delivered, and validate that credentials are sent after approval as scoped.
Review completed deliverables with the client, provide user instructions, confirm acceptance against the success criteria, document any agreed limitations or follow-up items, and begin the one-month post-implementation break/fix support period after project closure.
Prerequisites
Who does what
IT Partner
- Create and configure account request form elements with standard parameters
- Set up common approval process
- Configure the approval process to wait for approval from the supervisor specified in the form, provided that supervisor is included in the list of users with approval permission
- Create instruction for users
- Post-implementation break/fix support for one month after project closure
Your team
- Coordinate Client resources and staff schedules
- Provide a dedicated point of contact responsible for working with IT Partner
- Provide all the necessary information to organize the process
- Review and approve engagement deliverables in a timely manner
What's not included
Limitations & technical notes
Frequently asked questions
What does IT Partner’s New Employee Onboarding with Approvals and Notifications service do?
IT Partner develops an automated new employee onboarding process in SharePoint Online. Authorized users submit new account requests through a form, the request is routed to a specified supervisor for approval, and after approval the requester receives the new user login and password by email.
Why use this onboarding process instead of giving managers Microsoft 365 admin rights?
This service lets authorized users request new accounts without giving them Microsoft 365 global administrator rights. The process uses a SharePoint Online form and supervisor approval workflow, while the required implementation access is handled through the project setup.
What is included in the service?
The service includes account request form elements with standard parameters, a common approval process, approval routing to the supervisor specified in the form, user instructions, and one month of post-implementation break/fix support after project closure. The supervisor must be included in the list of users with approval permission for the approval process to work as scoped.
What is not included in the standard scope?
Additional form fields and extra process conditions beyond the standard parameters are not included. They can be added as separately priced customizations, so discuss any custom data fields, routing rules, or escalation logic with IT Partner before finalizing the engagement.
How does the approval process work?
An authorized user submits an account request form and specifies the supervisor who must approve it. The supervisor receives an email with the request details and approve/reject options, and the process waits for approval from that supervisor if the supervisor is included in the approved list of approvers.
What happens after a supervisor approves a request?
After approval, the requester receives an email containing the login and password for the new account. The requester can then provide those credentials to the new employee according to the organization’s internal onboarding process.
What happens if a supervisor rejects a request?
The supervisor receives approve/reject options in the notification email. The standard scope does not include custom rejection handling, escalation, or automatic resubmission logic — if your organization needs those behaviors, they can be added as a separately priced customization.
What Microsoft 365 prerequisites are required?
Your organization must have SharePoint Online and use Microsoft Entra ID. You must also have global admin level access to the Microsoft 365 tenant for the implementation.
Will this project cause downtime for existing Microsoft 365 users?
No downtime is expected. The work creates a new SharePoint Online form and approval process and does not modify your existing Microsoft 365 workloads, so users are not interrupted during implementation.
Can the request form or approval process be customized?
Yes, additional fields and process conditions can be customized, but they are additional cost items and are not included in the standard scope described for the service. If you need custom data fields, special routing rules, escalations, or extra conditions, discuss them with IT Partner before finalizing the engagement.
What support is provided after the project is completed?
IT Partner provides post-implementation break/fix support for one month after project closure. This support is for issues with the implemented solution, while new enhancements or additional customizations should be confirmed separately.
How is pricing determined for this service?
The service is $900 per project, fixed, for the standard scope described on this page. Additional form fields and custom process conditions are priced separately, so confirm any customization costs with IT Partner before the project starts.