Summary

This workflow automates the creation of new users in Office 365 (Microsoft 365) and assigns the appropriate licenses based on predefined criteria. The solution streamlines the onboarding process by eliminating manual user creation steps, reducing errors, and ensuring consistent license assignment. The workflow can be triggered manually or integrated with other onboarding systems to provide a seamless user provisioning experience.

Usage

Prerequisites

Before using this workflow, ensure the following requirements are met:

1. Microsoft 365 Integration: Configure the Microsoft Graph API integration in Rewst with the necessary permissions:

   • User.ReadWrite.All - To create and manage user accounts
   • Organization.Read.All - To read organization information
   • Directory.ReadWrite.All - To manage directory objects
   • License.ReadWrite.All - To assign and manage licenses

2. Organizational Variables: Configure the following organizational variables in your Rewst environment:

   • office365_default_domain: The default domain for user principal names (e.g., contoso.com)
   • office365_default_usage_location: The default usage location for license assignment (e.g., US)
   • office365_password_policy: Password complexity requirements (optional)

3. License SKU Mapping: Create a mapping of job roles or departments to license SKUs that should be assigned

Configuration Steps

1. Import the workflow into your Rewst environment
2. Configure the required organizational variables listed above
3. Customize the license assignment logic based on your organization's needs
4. Set up any triggers (form submissions, API calls, or integrations) that should initiate the workflow
5. Test the workflow in a non-production environment before deploying

Workflow Inputs

The workflow expects the following input parameters:

Parameter	Type	Required	Description
first_name	String	Yes	User's first name
last_name	String	Yes	User's last name
email	String	Yes	User's email address or username
display_name	String	No	Full display name (auto-generated if not provided)
job_title	String	No	User's job title
department	String	No	User's department
manager_email	String	No	Manager's email address for hierarchy assignment
license_sku	String	Yes	License SKU to assign (e.g., ENTERPRISEPACK for E3)
usage_location	String	No	Two-letter country code (defaults to org variable)
send_welcome_email	Boolean	No	Whether to send a welcome email with credentials

Execution

Manual Trigger

1. Navigate to the workflow in the Rewst platform
2. Click "Run Workflow"
3. Fill in the required user information
4. Review the configuration and click "Execute"

Form Trigger

Create a form in Rewst that collects the necessary user information and automatically triggers this workflow upon submission.

API Trigger

Integrate with HR systems or other onboarding platforms by calling the Rewst API endpoint for this workflow with the required parameters in JSON format.

Post-Execution Steps

After the workflow completes successfully:

1. Verify the user account was created in the Microsoft 365 admin center
2. Confirm the appropriate licenses were assigned
3. Check that the user received their welcome email (if enabled)
4. Validate any additional group memberships or permissions were applied

Returned Data

The workflow returns the following data upon completion:

{
  "success": true,
  "user_id": "unique-user-object-id",
  "user_principal_name": "firstname.lastname@contoso.com",
  "display_name": "FirstName LastName",
  "assigned_licenses": [
    {
      "sku_id": "license-sku-id",
      "sku_name": "Office 365 E3",
      "status": "assigned"
    }
  ],
  "created_timestamp": "2026-01-06T10:30:00Z",
  "temporary_password": "TempPass123!",
  "welcome_email_sent": true,
  "errors": []
}

Return Data Fields

Field	Type	Description
success	Boolean	Indicates whether the workflow completed successfully
user_id	String	The unique Azure AD object ID for the created user
user_principal_name	String	The user's sign-in name (UPN)
display_name	String	The user's display name as it appears in Office 365
assigned_licenses	Array	List of licenses assigned to the user with their status
created_timestamp	String	ISO 8601 timestamp of when the user was created
temporary_password	String	The temporary password assigned to the user (if applicable)
welcome_email_sent	Boolean	Whether the welcome email was successfully sent
errors	Array	Any errors or warnings encountered during execution

Error Handling

If the workflow encounters errors, the response will include:

{
  "success": false,
  "errors": [
    {
      "code": "UserAlreadyExists",
      "message": "A user with this email already exists",
      "timestamp": "2026-01-06T10:30:00Z"
    }
  ]
}

Common error codes:

• UserAlreadyExists: The user account already exists in Azure AD
• InvalidLicenseSKU: The specified license SKU is invalid or unavailable
• InsufficientLicenses: Not enough licenses available for assignment
• InvalidUsageLocation: The usage location is required but not provided or invalid
• PermissionDenied: The Rewst integration lacks necessary permissions