Can IT administrators control who builds and modifies onboarding workflows?

Yes. FlowForma's governance layer allows IT administrators to define environments, set user permissions, and control which business users can create, modify, publish, or deactivate workflows. HR and operations teams operate within those guardrails independently without requiring IT involvement for day-to-day process changes. IT can view, audit, and transfer ownership of any workflow at any time through the governance dashboard.

Can FlowForma handle different onboarding workflows for contractors versus permanent employees?

Yes. Conditional logic in the workflow builder creates different paths based on employee type, contract length, department, location, or any other variable. For example, contractors may require additional document uploads, different approval routing, and a separate compliance check compared to permanent hires. These conditions are configured using FlowForma's no-code rule builder without any coding or IT involvement.

Does automated onboarding with FlowForma comply with GDPR and UK employment law?

Yes. Because FlowForma stores all data within the organisation's own Microsoft 365 tenancy, GDPR compliance is handled within the organisation's existing Microsoft data processing framework. FlowForma is ISO 27001 certified. Every onboarding data submission, right-to-work check, policy acknowledgement, and approval is automatically logged in a timestamped audit trail that satisfies both UK employment law requirements and internal compliance reviews. There is no manual record-keeping required.

How to Automate Recruitment Onboarding in Microsoft 365

HR is at the cornerstone of every organization and is both the first and last touchpoint for employees.

For HR teams, having a seamless, automated onboarding process is critical to providing a positive employee experience.

The challenge for IT teams is providing digital tools that HR teams can easily use, without IT having to code every change request as it arises.

Most tools solve the HR problem but create a mountain of work for IT teams. If you have hundreds of developers at your disposal, this might not be an issue, but most organizations would prefer not to invest in costly developer resources.

This is where FlowForma fits in. FlowForma is a no-code process automation platform designed for business users and IT teams. As it requires no coding, it lowers IT dependency, freeing IT teams up to work on more strategic initiatives and enabling HR teams to manage their own onboarding workflows.

FlowForma is native to Microsoft 365, meaning all onboarding data stays within the organization's existing SharePoint tenancy and inherits existing security policies.

What is the best way to automate employee onboarding in Microsoft 365?

As a native Microsoft 365 application, FlowForma is a fast, efficient and cost effective way to automating employee onboarding. We have pioneered a new process building feature, FlowForma Copilot, that creates the steps, rules and logic for your process.

You can see how FlowForma Copilot creates an onboarding process in the interactive demo below. Plus, you'll see the steps required to create your own onboarding worklow.

Steps to build an onboarding workfow with FlowForma Copilot

Start by entering your prompt for onboarding in recruitment into FlowForma Copilot and click "Generate" to instantly create a structured process flow
Once Copilot presents the generated workflow, review the structure. If everything looks good, click "Build" to bring your process to life.
Expand each section to explore the suggested questions. If adjustments are needed, select the specific question where conditions should be applied.
To introduce conditional logic, click "Add Rule" and choose the appropriate rule type to define workflow behavior.
Set the required trigger conditions based on your needs that should result in an action.
Define what should happen when the rule is triggered and hit "Save".
Once all modifications are complete, click "Save" to securely store your workflow.
Click "Test Form" to preview how the form will function.
Flowforma displays the complete onboarding process flow at the top, accurately structured to match your requirements.

How do I automate recruitment onboarding without creating IT overhead?

This is one of the key challenges IT leaders face today and it's one of the reasons why no-code platforms exist today. No code platforms, such as FlowForma, don't require as much IT overhead compared with low-code platforms or platforms which require 'full coding'.

With a no-code platform, you can create business rules, add in process steps and questions, and add logic specofic to your HR process without having to write any code.

AI has accelerated the simplicity of no code platforms further. With AI, you can now create a prototype of your onboarding process in seconds, and then refine within the platform itself.

The illustration below shows how a no-platform works.

Users start by inputting onboarding workflow ideas, process visuals, operating procedures into a Copilot
Copilot builds out your process with forms, a streamlined workflow and insights
The result is standarized onboarding processes, smarter HR workflows and audit-ready processes

Screenshot of the Flowforma Platform

Ilustration showcasing how a no-code platform on MS 365 works

How does FlowForma handle data governance for HR workflows

FlowForma has a dedicated feature called FlowForma Governance which enables IT to manage the deployment of worklows, while still providing HR teams the ability to develop processes. This means that IT will always stay in control over productional enviroments.

In this video, I explain how the FlowForma Governance feature works.

Why IT leaders choose FlowForma for business-led automation

Data stays in your Microsoft 365 tenancy. FlowForma runs natively on SharePoint Online. Every form submission, workflow action, approval record, and document upload is stored within the organisation's own Microsoft 365 environment.

IT sets the guardrails, business teams do the building. IT administrators control environments, user permissions, integration access, and governance rules through the FlowForma administration layer.

Inherits your existing security and compliance posture. Because FlowForma sits within Microsoft 365, it inherits existing Azure Active Directory permissions, conditional access policies, DLP rules, and retention policies automatically.

Connects to your existing systems without custom API work. FlowForma integrates with SharePoint, Teams, Outlook, and the wider Microsoft 365 ecosystem natively.

Real-world recruitment onboarding case study featuring AC Immune

View this webinar recording of FlowForma's session at PEX Network's BPM Live Online Event, where Paul Stone, Solution Architect at FlowForma was joined by Ilker Esener, SAP Expert at AC Immune to explore how recruitment onboarding was automated with FlowForma's process automation platform.

FAQs

Does FlowForma store onboarding data outside Microsoft 365?

No. FlowForma runs natively on SharePoint Online within the organisation's own Microsoft 365 tenancy. All form submissions, documents, approvals, and audit records are stored within the existing Microsoft 365 environment and subject to the organisation's existing data governance, retention, and security policies.

Can IT administrators control which teams can build and modify workflows?

Yes. FlowForma's governance layer allows IT administrators to define environments, set user permissions, and control which business users can create, modify, publish, or deactivate workflows. Business teams operate within those guardrails independently without requiring IT involvement for day-to-day changes.

How does FlowForma integrate with existing HRIS and payroll systems?

FlowForma integrates with Microsoft 365 natively and connects to external HR systems including common HRIS and payroll platforms through pre-built connectors and API integrations. Data captured in onboarding workflows can flow directly into existing systems without manual re-entry or custom development work.

What happens to onboarding workflows if the HR team member who built them leaves?

IT administrators retain full visibility and ownership rights over all workflows through the FlowForma governance dashboard. Workflows can be reassigned to new owners, modified by authorised users, or archived, all without requiring the original builder to be available.

Does FlowForma comply with GDPR requirements for employee data?

Because FlowForma stores all data within the organisation's own Microsoft 365 tenancy, GDPR compliance is handled within the organisation's existing Microsoft data processing framework. FlowForma is also ISO 27001 certified. Every onboarding data submission, approval, and document upload is automatically logged in a timestamped audit trail that supports both internal compliance reviews and regulatory requirements.