Power Automate workflow · HR

New-hire onboarding pack: offer, PDPA consent and policies signed in one go

When HR adds a hire, the employee receives one Acrobat Sign package with every document; IT and the manager get their tasks.

TriggerSharePoint — When an item is created (list: New Hires)
ConnectorsSharePoint · Adobe Acrobat Sign · Planner · Microsoft Teams · Office 365 Outlook
CategoryHR

The problem

New hires sign 6–10 separate forms, HR chases each one, and IT finds out about the start date the day before.

The outcome

One signing session for the hire, tasks for IT and the manager automatically, and a complete personnel file on day one.

Before you start

  • A New Hires list: name, personal email, start date, department, manager, role.
  • Acrobat Sign library templates: offer letter, PDPA notice and consent, IT acceptable use, code of conduct.

Build it step by step

  1. Trigger on new hire — Fire when HR creates the list item.
  2. Send one combined agreement — Create an agreement from library templates (multiple documents in one agreement) to the hire's personal email. Pre-fill name and start date via merge fields.
  3. Create IT tasks — Create a task in the IT Planner plan: laptop, Microsoft 365 account, Adobe licence if creative role — due 5 working days before start date.
    Expression / setting
    addDays(triggerOutputs()?['body/StartDate'], -7)
  4. Brief the manager — Post an adaptive card in Teams to the manager with the start date and a checklist.
  5. File the signed pack — On completion, save the signed PDF to the employee's folder in the HR library (permissions restricted to HR) and set Onboarding Status = Signed.

Connector action names are shown as they appear in Power Automate at the time of writing; Microsoft and Adobe occasionally rename actions or add new versions.

Error handling

  • Personal email typos are the #1 failure — send a test email first or validate format with a regex in Power Apps.

Licensing

  • Standard connectors + Acrobat Sign. Restrict the HR library with unique permissions — PDPA requires access to be limited to those who need it.

Variations

  • Collect bank and EPF/SOCSO details as Acrobat Sign form fields and push them to payroll.

Common in: Healthcare · Hospitality · Retail · Manufacturing