Client Job Description

As our business continues to grow, we need a smooth and efficient way to welcome new team members and get them set up with the tools they need. Currently, onboarding new hires involves multiple manual tasks, such as creating communication channels, inviting them to workspaces, and organizing important documents. To make this process easier and faster, we want to automate these tasks.

The automation will start when we receive a new hire’s details, including their business name, email, and first name. As soon as the information is submitted, the system will automatically perform the following steps:

Slack Setup

We use Slack for team communication, so a new private Slack channel will be created for each new hire. The name of the channel will be based on their business name, with a suffix like "-marketing-agency" added. This channel will only be visible to invited members. The automation will then invite certain internal team members to the channel and send an invitation to the new hire via email, allowing them to join the conversation.

Trello Setup

Trello helps us manage tasks, so the automation will also create a new Trello board for the new hire. The board will be named after their business, and several lists will be added to the board to organize different stages of their onboarding process, such as "To-Do," "In Progress," and "Completed." The new hire will also be invited to join this Trello board to track their onboarding tasks.

Google Drive Organization

To keep important documents organized, a new folder will be created in Google Drive for the new hire. This folder will be named after the new hire’s business and first name and stored in a specific part of our company’s Drive. This ensures that all onboarding documents are kept in one place and are easy to find.

Thank you for your attention to this process!

One Click Onboarding Automation

This automation streamlines the setup of workspaces for new users across different platforms (Slack, Trello, and Google Drive) and invites them to participate seamlessly.

Custom Webhook

Module: gateway:CustomWebHook

Purpose: Entry point, listening for onboarding requests.

Key Parameters: hook (webhook ID), maxResults (limits responses).

Basic Router

Module: builtin:BasicRouter

Purpose: Directs workflow based on conditions, branching into Slack integrations and Trello board setups.

Path 1: Slack Integrations

Set Variables (Lower Case)

Module: util:SetVariables

Purpose: Converts business name to lowercase for Slack actions.

Key Parameter: variables: Sets "Lower Case" as {{lower(1.business_name)}}.

Slack: Create Channel

Module: slack:CreateChannel

Purpose: Creates a Slack channel with the business name.

Key Parameter: name: {{31.Lower Case}}-autoevolve-ai.

Slack: Invite Users

Module: slack:InviteUsers

Purpose: Invites users to the Slack channel.

Key Parameters: users (list of user IDs), channel (Slack channel ID).

HTTP Request (Invite External Users)

Module: http:ActionSendData

Purpose: Invites external users via Slack API.

Key Parameter: url: https://slack.com/api/conversations.inviteShared.

Path 2: Trello Board Setup

Trello: Create a Board

Module: trello:createABoard

Purpose: Creates a Trello board with the business name.

Key Parameter: name: {{1.business_name}}-AutoEvolveAI.

Trello: Create Lists

Module: trello:createAList

Purpose: Creates lists to manage tasks.

Key Parameters: board_id (Trello board), name (e.g., "To-Do", "In Progress").

Trello: Assign Member to Board

Module: trello:assignMemberToABoard

Purpose: Invites user to Trello board.

Key Parameters: email (user's email), board_id (Trello board ID).

Google Drive Folder Setup

Step 10: Create Main Google Drive Folder

Module: google-drive:createAFolder

Purpose: Creates a Google Drive folder for the user.

Folder Name: {{1.business_name}}-{{1.first_name}}.

Step 11: Create Knowledge Base Folder

Module: google-drive:createAFolder

Purpose: Creates a "Knowledge Base Files" subfolder.

Step 12: Create Calls Folder

Module: google-drive:createAFolder

Purpose: Creates a "Calls" subfolder.

Step 13: Copy Onboarding Form

Module: google-drive:copyAFile

Purpose: Copies an onboarding form to the user's folder.

File Name: {{1.business_name}} - Onboarding Form.

Step 14: Copy Consulting Log

Module: google-drive:copyAFile

Purpose: Copies a consulting log to the user's folder.

File Name: {{1.business_name}}-Consulting Log.

Step 15: Share the Main Folder

Module: google-drive:shareAFileFolder

Purpose: Shares the main folder with the user.

Email Address: {{1.email}}.

Miscellaneous Actions

Step 16: Convert Business Name to Lowercase

Module: util:SetVariables

Purpose: Stores lowercase business name for further use.

Step 17: Send a Welcome Email

Module: google-email:ActionSendEmail

Purpose: Sends a welcome email.

Email Content: