Provision New Employee Accounts to Google Workspace, Slack, Jira, and Salesforce

This n8n workflow automates the provisioning of new employee accounts across multiple services: Google Workspace, Slack, Jira Software, and Salesforce. It streamlines the onboarding process by creating accounts in these essential platforms based on a single trigger.

What it does

This workflow simplifies new employee onboarding by performing the following steps:

1. Listens for a Webhook Trigger: The workflow starts when it receives an HTTP POST request to its webhook URL. This webhook is expected to contain the new employee's details.
2. Edits Fields: It processes the incoming data, likely extracting and formatting the necessary employee information (e.g., name, email, department) for subsequent steps.
3. Creates Google Workspace Account: It provisions a new user account in Google Workspace (formerly G Suite) using the provided employee details.
4. Creates Slack Account: It creates a new user account in Slack, enabling the new employee to join team communications.
5. Creates Jira Software Account: It creates a new user account in Jira Software, granting access to project management and issue tracking.
6. Creates Salesforce Account (Conditional): It checks a condition (using a "Switch" node) to determine if a Salesforce account should be created for the new employee.
   • If the condition is met, it creates a new user account in Salesforce.
7. Sends Gmail Notification: After provisioning the accounts, it sends a notification email via Gmail, likely to an HR or IT administrator, confirming the successful account creation.
8. Merges Data: It merges the output from the various account creation steps, potentially for a consolidated log or further processing.

Prerequisites/Requirements

To use this workflow, you will need:

• n8n Instance: A running n8n instance.
• Webhook Source: An external system or application configured to send employee data to the n8n webhook URL.
• Google Workspace Admin Account: An active Google Workspace account with administrative privileges and the necessary n8n credentials configured.
• Slack Account: An active Slack workspace and the necessary n8n credentials configured.
• Jira Software Account: An active Jira Software instance and the necessary n8n credentials configured.
• Salesforce Account: An active Salesforce instance and the necessary n8n credentials configured.
• Gmail Account: A Gmail account configured with n8n credentials to send notification emails.

Setup/Usage

1. Import the Workflow:
   • Download the provided JSON file.
   • In your n8n instance, click "Workflows" in the left sidebar.
   • Click "New" and then "Import from JSON".
   • Paste the JSON content or upload the file.
2. Configure Credentials:
   • Locate the "Google Workspace Admin", "Slack", "Jira Software", "Salesforce", and "Gmail" nodes.
   • For each of these nodes, click on the "Credential" field and either select an existing credential or create a new one, providing the necessary API keys, OAuth tokens, or login details for your respective accounts.
3. Configure Webhook:
   • Open the "Webhook" node.
   • Note down the "Webhook URL". This is the endpoint where your external system will send new employee data.
   • Ensure the "HTTP Method" is set to POST.
4. Configure "Edit Fields":
   • Adjust the "Edit Fields" (Set) node to correctly extract and map the incoming data from your webhook to the fields required by Google Workspace, Slack, Jira, and Salesforce (e.g., firstName, lastName, email, department).
5. Configure "Switch" Node (Salesforce Conditional Logic):
   • Review the "Switch" node to understand the condition that determines if a Salesforce account is created. Modify this condition based on your organization's requirements (e.g., {{ $json.department === 'Sales' }}).
6. Configure "Gmail" Notification:
   • Adjust the "Gmail" node to send notifications to the appropriate recipients with relevant details about the new employee and the accounts provisioned.
7. Activate the Workflow:
   • Click the "Activate" toggle in the top right corner of the n8n editor to enable the workflow.

Now, whenever your external system sends a POST request with new employee data to the webhook URL, n8n will automatically provision accounts and send notifications as configured.