An automation workflow made with microsoft power automate, in order to simplify a process heavy user sign up system.
The Problem: IIn order to create an LMS account for new starters, they must fill out a consent form by hand. This form is then scanned and sent to the Learning Manager.
The Learning Manager then has to manually create:
- a username,
- a password,
- and a PDF document containing the username and password.
They also have to enter the user’s information manually into a database and onto the LMS.
Finally, they had to email the new user and their manager the PDF containing their username and password for e-learning.
This process was very long and tedious, especially for multiple sign-ups or when opening new clinics. It led to weekly ‘account creation days’, when new users would receive their credentials on a specific day of the week versus the day they started, which could lead to lag time for logging in, familiarizing themselves with the platform, and starting their required coursework.
The Solution: I created a Power Automate workflow that:
- created user credentials
- saved the credentials in the database.
- created welcome PDFs with the credentials.
- signed users up to the LMS
- sent them a personalised welcome email with the PDF as an attachment.
All of this was done by filling out just one form and entering the first name, last name, and email address, followed by selecting the clinic they work at from a drop down list.
Flow Outline
This flow operates in a loop, which means I can enter in as many users as I want by answering the alert at the end of the flow that asks if I am finished or not.
The Tool: Microsoft Power Automate
The Results: The results of this process are still being measured, as it was introduced in April 2026. However, first results have shown a reduction in creation time. What was once a 10-minute process involving opening multiple software applications and lots of copying and pasting is now a 45-second flow on average that runs smoothly.
Language: French