Tenant Admins: setting up “Create User from Template” Workflows

This guide describes how Tenant Admins can configure and delegate a “Create user from template” workflow action. Following these steps enables consistent, efficient user onboarding by leveraging predefined User Templates and workflow automation features.

Step 1: configure your User Template

To set up templates, navigate to Settings > User Templates. Configuring the template ensures the “Create user from template” workflow actions operate efficiently, reducing the need for additional onboarding steps. Templates can include the following properties:

• Identity and authentication: Domain
• Job and contact info: Company, Office, Title, Department, Manager, Street address, City, State/Province, Postal code, Country, Phone, Mobile, Fax
• Licenses: Usage location, License assignment
• Groups: Security, Distribution, Microsoft 365, Teams groups
• Mailbox: Mailbox access permissions
• Other properties: Custom attributes (for synchronized users only), Portal attributes, Extension attributes

To learn how to configure a template, refer to the Create template from scratch and Create template from users guides.

Step 2: copy configuration input instructions

After choosing the desired action in the workflow creation wizard, an information box displays required execution inputs.

Create on-cloud user:

1. Target = No target, Type = String, Name = UserName
2. Target = User, Name = DisplayName
3. Target = No target, Type = Password, Name: Password
4. Target = User template, Type = On-Cloud
5. Target = No target, Type = Dropdown, Name: UserTemplateID, Value = User templates for cloud users

Create synchronized user:

1. Target = No target, Type = String, Name = UserName
2. Target = User, Name = DisplayName
3. Target = No target, Type = Password, Name: Password
4. Target = User template, Type = Synchronized
5. Target = No target, Type = Dropdown, Name: UserTemplateID, Value = User templates for synchronized users

Copy the applicable instruction list to aid your configuration.

Step 3: add configuration inputs

To add execution inputs, click the lightning icon next to any input and select “Manage execution inputs”. 

In the modal that opens, create all necessary inputs:

• Inputs 1-4 are required to enable Autobind, which auto-populates workflow fields based on template configuration (pre-selected or operator-chosen).
  • Input 4 varies depending on workflow action type (on-cloud or sync)
• Input 5 is only needed if operators can choose their own template. Available templates are restricted by assignment and user type.

Step 4: set template selection policy

As a Tenant Admin, you can specify how delegated operators use templates:

• Enforce a specific template: pre-fill the “User Template” field with the desired template, selecting it from the dropdown or via the search bar.

• Allow delegated operators to choose: configure the execution input n. 5 to permit template selection from those assigned to each operator. Available templates are filtered by workflow type (on-cloud or sync).

Step 5: enable Autobind

Once inputs are configured, use the Autobind button (above the action fields) to fill all fields automatically. Click “Save” to finalize the configuration.

Step 6: complete your workflow

Add any additional desired actions to your workflow (e.g., sending an email to a manager upon onboarding completion). When finished, click “Save and Publish” to make your workflow available.

Step 7: assign workflow to delegated operators

If you plan to delegate workflow execution, assign the workflow to your operators by adding it to their Permission Set and ensuring they have a Management role. This is required for them to run the onboarding workflow.

For detailed instructions on executing the workflow as a delegated operator, see the Delegated Operators: running “Create User from Template” Workflows guide.