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Hi everyone!

I’m currently working on automating our employee onboarding process using Microsoft Forms, Microsoft Lists, and Power Automate.

Our current workflow looks like this:
- HR submits an onboarding request through Microsoft Forms, including the new joiner’s preferred email address.
- Power Automate creates an item in Microsoft Lists.
The reporting manager receives an approval request.
- Once approved, IT receives email on the onboarding tasks such as creating the M365 account, granting SharePoint access, and provisioning a laptop.

I’m looking to automate the account creation process as well, rather than having IT manually create each account.

A few questions for those who have implemented something similar:
1. Account creation: Do you automatically create the user account in Microsoft Entra ID once the manager approves the request, or do you still require IT to review it first?

2. Password generation: Do you generate a random temporary password automatically and require the user to change it at first sign-in? How do you securely deliver the initial credentials?

3. Duplicate email validation: Since HR provides the preferred email address, how do you check whether the UPN or email address already exists in the M365 tenant, including aliases, shared mailboxes, and distribution groups?

4. Error handling: If the requested email address is already taken, do you automatically generate an alternative or send the request back to HR?

5. Best practices: Are you using Power Automate with Microsoft Graph, Azure Automation, PowerShell, or another approach?

I’m interested in how others handle this in production, especially around security, approvals, and avoiding duplicate accounts.

Would appreciate any insights or examples of your workflows. Thanks!