A Microsoft 365 onboarding agent built with Copilot Studio, SharePoint, Power Automate, and Teams. New joiners chat with Alex to get first-week questions answered, sign the IT policy, and submit workstation preferences — without emailing HR once.
Warning
This is a learning project, not a production-ready solution. It is built and shared for educational purposes — to demonstrate how Copilot Studio, SharePoint, Power Automate, and Teams work together. It has not been security-reviewed, load-tested, or hardened for enterprise deployment. Do not use this in a live environment without your own thorough testing, security review, and adaptation to your organisation's policies and standards.
Most onboarding processes live in email threads. New joiners arrive on Day 1 without a signed IT policy, no workstation request on record, and the same questions HR has answered a hundred times. This agent fixes that.
Alex handles three things:
- 💬 First-week Q&A — Answers onboarding questions from a SharePoint knowledge base using Copilot Studio generative answers. No scripted topics needed.
- ✅ IT Policy sign-off — Walks the new joiner through the policy, collects confirmation, logs it to SharePoint, and emails HR automatically.
- 🖥️ Workstation setup requests — Captures OS preference, monitors, and peripherals. Creates a SharePoint record, emails IT, and notifies the manager in Teams.
Stack: Copilot Studio · SharePoint · Power Automate · Microsoft Teams · Outlook
Everything you need to build this from scratch — list definitions, sample FAQ data, complete flow steps, and Teams deployment — is covered in the full blog post:
👉 wrvishnu.com/copilot-studio-employee-onboarding-agent
The post includes screenshots from the actual Copilot Studio UI as of May 2026, the exact Power Fx formulas that work for mapping variables, and a Common Mistakes table covering the errors you're most likely to hit.
├── sharepoint/
│ ├── onboarding-faq.csv # 15-row FAQ sample — import directly to SharePoint
│ ├── list-definitions.md # Column specs for all 3 SharePoint lists
│ └── site-pages/
│ ├── first-week-guide.txt # Paste-ready content for Your First Week page
│ └── it-security-policy.txt # Paste-ready content for IT Security Policy Summary page
│
├── power-automate/
│ ├── HR-Record-Policy-Signoff.zip # Flow export — import via Power Automate
│ └── HR-Submit-Workstation-Request.zip # Flow export — import via Power Automate
│
├── agent-config/
│ └── agent-instructions.txt # Agent instructions, topic descriptions, variable names
│
└── README.md
- SharePoint — Create the HR Hub site, add three lists (Onboarding FAQ, Policy Sign-offs, Workstation Requests), and create two knowledge pages. Sample content and list definitions are included in this repo.
- Power Automate — Import both flow exports, update the SharePoint site URL and email addresses, then turn both flows On.
- Copilot Studio — Create the agent, connect SharePoint as a knowledge source, build the two topics, and register both flows via the Tools tab.
- Teams — Publish the agent, get admin approval in Teams Admin Centre, and optionally set up an App Setup Policy to pin Alex for new joiners automatically.
Full step-by-step in the blog post.
When mapping topic variables to flow inputs in Copilot Studio, use ⋯ → Formula tab on each input field and type the formula below, then click Insert:
| Flow Input | Formula |
|---|---|
| EmployeeName | Text(System.User.DisplayName) |
| EmployeeEmail | Text(System.User.Email) |
| OSChoice | Text(Topic.varOSChoice) |
| MonitorSetup | Text(Topic.varMonitorSetup) |
| Peripherals | Text(Topic.varPeripherals) |
| AdditionalNotes | Text(Topic.varAdditionalNotes) |
Green checkmark + String output type = working correctly.
I'm Vish — a Microsoft Solutions Architect based in Singapore. I build and write about Microsoft 365, SharePoint, Power Platform, and Copilot Studio — mostly things I've actually built and run into problems with, rather than things that look good in slides.
- 🌐 Blog: wrvishnu.com
- 💼 LinkedIn: linkedin.com/in/vishnuwr
- 🐙 GitHub: github.com/WRVish · github.com/vishpowerlabs
If this saved you time or got you unstuck, a ⭐ on the repo goes a long way — it helps others find it.
git clone https://github.com/WRVish/AlexHRAgent.gitThis is an active project and I welcome contributions — whether that's fixing something that doesn't work in your environment, adding a new topic, improving the flow logic, or extending it with the request tracking system covered in the blog.
If you want to collaborate or have an idea worth building together, reach out directly:
- 📧 info@wrvishnu.com or via the contact page
- 💼 LinkedIn: linkedin.com/in/vishnuwr
Please open a PR against a feature branch, not main.
Use GitHub Discussions for:
- 💡 Feature requests or extension ideas
- ❓ Questions about specific steps in the build
- 🗣️ Sharing how you've adapted this for your organisation
This repo is part of my commitment to sharing working M365 and Copilot Studio builds with the community — not polished demos that never see production, but things that have been built, broken, debugged, and documented properly.
This is shared as a learning resource. The intent is to give you a working reference you can study, adapt, and build on — not a plug-and-play solution you drop into your org. Treat it as a starting point, not a finished product.
If you're building something similar in your organisation and want to share your version or collaborate on improvements, the door is open.
MIT — free to use, adapt, and build on. Attribution appreciated but not required.
*Built by Vish *