← Workflow Examples

Workflow Example — Hr Onboarding

function

Human Resources

workflow pattern

offer accepted → docs → approvals → IT provisioning → day-one readiness → audit

reliability focus

consistent steps, controlled access provisioning, compliance traceability

Compliance Approver
User
IT
System
Hiring Manager
User
New Hire
User
HR Coordinator
User
Trigger Onboarding
Inputs
Outputs
Data
Colect Required Documents
Inputs
Data
Outputs
Data
Verify Completeness
Inputs
Data
Outputs
Data
Role-based Path Selection
Inputs
Data
Outputs
Data
Manager Confirmation
Inputs
Data
Outputs
Data
Provision Access
Inputs
Data
Outputs
Data
Human Approval
Inputs
Data
Outputs
Data
Day-one Readiness Check
Inputs
Data
Outputs
Data
Audit Logging
Inputs
Data
Outputs
Data
AI Agent
Assistant
Press enter or space to select a node. You can then use the arrow keys to move the node around. Press delete to remove it and escape to cancel.
Press enter or space to select an edge. You can then press delete to remove it or escape to cancel.

What This Workflow Demonstrates

This example shows how to design an onboarding workflow that is:

  • consistent across managers and roles
  • explicit about required approvals and provisioning steps
  • auditable for compliance
  • safe to augment with AI for document handling

Example Workflow Structure (Steps + Actors)

Actors

  • HR Coordinator: initiates onboarding
  • New Hire: submits documents and acknowledgments
  • Hiring Manager: confirms role details
  • IT / Systems Actor: provisions accounts and access
  • Security / Compliance Approver: approves sensitive access or exceptions

Steps

  1. Trigger onboarding Start when offer is accepted or HR creates the employee record.

  2. Collect required documents Collect identity documents, tax forms, policy acknowledgments.

  3. Verify completeness Ensure required documents are present.

  4. Role-based path selection Determine onboarding checklist based on role, department, location, and access needs.

  5. Manager confirmation Manager confirms role-specific requirements.

  6. Provision access (controlled) Create required accounts and request access provisioning.

  7. Human approval for sensitive access If admin access, production access, or regulated data access is needed:

    • require explicit approval
    • record the decision and justification

  8. Day-one readiness check Confirm equipment, access, and documentation are complete.

  9. Audit logging Record who approved what, when access was granted, and what policies were acknowledged.

Human-in-the-Loop Checkpoints

Humans remain in control for:

  • sensitive access approvals
  • exception handling (missing documents, unusual role requirements)
  • final sign-off if needed

AI Guardrails (Recommended)

AI can assist with:

  • document classification
  • extraction (where allowed)
  • summarization of missing items

AI should not:

  • grant access
  • approve policy exceptions

Related pages

Ready to improve your Workflow?

Book Workflow Assessment