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onboarding-crate-process-overview.md

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Onboarding Crate process overview

Workflow process overview

Once a form is submitted, the Microsoft: User Onboarding Crate executes the following steps:

1. Form submission and validation

  • The process starts when a user submits the [Crate] Microsoft: User Onboarding form.
  • The workflow checks if the user already exists in AD or Azure AD.
  • The form captures necessary user details, including personal information, group memberships, licensing, and security settings.
  • PSA integration retrieves the user's location, if available.
  • If the New User Approval System is enabled, an approval request is sent before proceeding.
  • All required fields are validated before proceeding.

2. Ticket creation and management

  • If no ticket exists, a new one is created.
  • If a ticket already exists, it is updated with onboarding progress.

3. User account creation

  • The user account is created based on the selected identity provider:
    • On-Prem AD Only: A new AD account is created.
    • Azure AD Only: A new Entra ID (Azure AD) account is created.
    • Hybrid with Sync: A new AD account is created and synced to Azure AD.
    • Hybrid with No Sync: Separate accounts are created in both directories.

4. Group and license assignments

  • Security groups are assigned in AD or Azure AD.
  • Microsoft 365 licenses are applied via direct assignment or group membership.
  • Shared mailbox permissions are configured if applicable.

5. Credential and notification handling

  • A secure temporary password is generated.
  • The password is securely stored in PSA, ITGlue, Hudu, or sent via email or SMS.
  • The user’s manager may optionally be notified of credential details.

6. Ticket update and completion

  • Final provisioning details are logged in the PSA ticket.
  • The onboarding process is marked complete, and workflow logs are stored.

Ensure that password handling policies align with company security policies.

Workflow breakdown by identity provider type

{% hint style="info" %} Expand each of the provider types below to see their individual workflow breakdown. {% endhint %}

On-premise AD only
  • Main workflow: Creates a user in Active Directory.
  • Subworkflows:
    • Assigns security groups.
    • Configures mapped drives and home directories.
    • The password is sent via email, SMS, or documented in ITGlue, Hudu, or the PSA system.
    • Updates PSA ticket with user details.
Azure Active Directory only
  • Main workflow: Creates a user in Azure AD (Entra ID).
  • Subworkflows:
    • Assigns Microsoft 365 licenses.
    • Adds users to Microsoft 365 groups and shared mailboxes.
    • The password is sent via email, SMS, or documented in ITGlue, Hudu, or the PSA system.
    • Updates PSA ticket with user details.
Hybrid with AD sync
  • Main workflow: Creates a user in Active Directory and syncs to Azure AD.
  • Subworkflows:
    • Assigns both on-prem AD and Azure AD groups.
    • Applies Microsoft 365 licensing.
    • The password is sent via email, SMS, or documented in ITGlue, Hudu, or the PSA system.
    • Updates PSA ticket with sync confirmation.
Hybrid with no AD sync
  • Main Workflow: Creates separate accounts in Active Directory and Azure AD.
  • Subworkflows:
    • Assigns security groups for each directory independently.
    • Applies Microsoft 365 licensing.
    • The password is sent via email, SMS, or documented in ITGlue, Hudu, or the PSA system.
    • Updates PSA ticket with user details.

{% hint style="warning" %} Ensure that the correct organizational variables are set for each configuration to avoid provisioning issues. {% endhint %}