1. You require a shared mailbox that includes members with "Send As" delegation access.


2. To configure Power Automate, the user must have Global Admin or SharePoint Administrator privileges.


3. Site member (edit) access is required for the SharePoint site where the Onboarding app is installed.

Steps to create a Shared mailbox

The shared mailbox in the employee pre-onboarding process is used to send requests to the candidate's personal email, asking them to complete the necessary details via Microsoft Forms, and to receive any documents shared by the candidate. To set this up, sign in at portal.office.com, access the app launcher, and select 'Admin'. If a shared mailbox already exists, you can move forward with configuring the flow.






1. You will be redirected to the Microsoft 365 admin center. Once there, select 'Shared Mailboxes' under 'Teams & Groups.'





2. Next, create a shared mailbox by clicking 'Add a shared mailbox,' enter the necessary information, and save your settings.



3. After creating the shared mailbox successfully, find it, select it, and scroll down to access "Manage mailbox permissions."





4. Grant the logged-in user access to all three mailbox permissions: "Send as," "Send on behalf," and "Read and manage."





5. Next, select 'Power Automate' from the app launcher.





6. Then, in the left panel, select 'Solutions.' At the top, click 'Import' and upload the downloaded file without unzipping it.



7. Click on 'Next'.



8. Select the connections for the logged-in user from the drop-down menu and click 'Import.'






Note : If you do not have an existing connection, you can make one by clicking on New Connection.







9. Once the import starts, a progress message will appear. Please wait for about 5 minutes, then refresh the page to check the imported solution.





10. Choose the imported solution called 'HR365 Employee Onboarding Solution.'






Update Environment



11. Go to the left-hand navigation panel, select 'Environment variables,' and click on the ‘Admin Center URL’ variable. Replace both the default value and the current value with your SharePoint admin center URL.





12. Click on the ‘Application_URL’ variable. Update both the default value and the current value with your Application URL.





13. You can navigate to the Employee Onboarding application and copy the app URL up to `.aspx`, as shown below.





14. Make sure you have created the app registration in Azure to get the Client ID, Tenant ID, and Client Secret. Copy these IDs and paste them into their respective variables, then save them. These Graph API details are important for user creation in the M365 flow.











15. Ensure that the Microsoft Form has been created and integrated with the Onboarding application through the integration settings. Copy the Form ID from the Microsoft Form settings and paste it into the "MSFormIDGuestUser" variable, then save it.





16. Enter the site URL where the app has been installed in the `OBM_SiteURL` variable for both the default and current values, then save it.








17. Enter the shared mailbox email address in the "SupportMailbox" variable for both the default and current values, then save it.








18. Enable the flow according to the features being used in the Onboarding application.


19. Create an M365 user with an Onboarding user.


20. To activate it, click on the vertical three dots and select 'Turn on,' as shown below.





21. **Task Reminder Email Notification:** To enable it, click on the vertical three dots next to “HR365 – EO Reminder Notifications” and select 'Turn on,' as shown below.





22. Add Onboarding Users to MS Teams and Groups: To enable it, click on the vertical three dots next to the flow “HR365 – EO Add user to teams and groups” and select 'Turn on,' as shown below.





23. Fetch the Groups from M365 on the Onboarding Page:** To enable it, click on the vertical three dots next to the flow “HR365 – EO list onboarding groups from M365” and select 'Turn on,' as shown below.






Pre- Onboarding

24. In Pre-Onboarding Features, we use 3 Flows:** To send an email notification with the MS Form link to the candidate's personal email, enable the flow by clicking on the three vertical dots next to “HR365 - EO External Mail Flow version” and selecting "Turn on," as shown below.





25. To Receive Attachments Sent by Candidates via Shared Mailbox:** To enable this, click on the vertical three dots next to the flow “HR365 – Mail Arrive” and select 'Turn on,' as shown below.





26. To Receive Submitted MS Form Details from Candidates:** To enable this, click on the vertical three dots next to the flow “HR365 – EO MS Form user response” and select 'Turn on,' as shown below.