Workflow catalogue - Triggr University

Grouped as on Config. The last column leaves out the field that picks the user, mailbox or group, unless it’s the only one.

The workflow catalogue: finding a workflow on Config, what Active and Partial mean, and opening one to set it up (0:57).

The Lifecycle section of the Config page with four Active workflow cards: User Onboarding, User Offboarding, Re-enable Terminated Account and Bulk Staff Offboarding, each with a short description and its number of questions and steps.

Lifecycle

Workflow	What it does	The form asks for
User Onboarding	Creates a new starter’s account with licences, groups and shared mailboxes (set it up).	First name, Last name, Work email (UPN), Start date, plus any optional questions you turn on
User Offboarding	Disables or deletes a leaver’s account, hands over their mailbox and cleans up, as set on the Offboarding card.	User to offboard, When should the user be offboarded?, plus handover questions your policy asks
Re-enable Terminated Account	Lets an offboarded user sign in again.	Convert the shared mailbox back to a user mailbox?
Bulk Staff Offboarding	Disables several leavers and signs them out everywhere.	Leavers, Last working day, Convert mailboxes to shared?

Accounts & Access

Workflow	What it does	The form asks for
Password Reset	Sets a temporary password and can email it to an address or the user’s manager.	Require a change at next sign-in?, Send the new password to
Account Unlock	Re-enables sign-in for a blocked account.	User
License Management	Assigns or removes licences.	Licenses to assign, Licenses to remove
O365 License Assignment Report	Lookup: who holds which licences. Export CSV downloads it.	—
IT Help Request	Logs an IT request, as a PSA ticket if Ticketing is on.	Your name, Category, Priority, Describe the issue
Change User Details	Updates the details you fill in; blank fields stay as they are.	Job title, Department, Mobile phone
Bulk Update User Details	Sets one detail for several users.	Field to update (department, job title or office), New value
Get User Account Details	Lookup: profile, licences and groups.	User
Re-allocate User License	Moves a licence between users.	Remove licence from, Assign licence to, Licence
Reset Multi-factor Authentication	Removes the user’s MFA methods so they register again.	Sign them out everywhere now?

Mailboxes

Workflow	What it does	The form asks for
Out of Office Setup	Sets automatic replies, scheduled if you fill in Start and End.	Reply to people inside the organisation, Reply to external senders, Start, End
Mail Forwarding	Forwards a mailbox’s incoming mail to another address, inside or outside the client.	Forward to, Keep a copy in the original mailbox?
Mailbox Delegation	Gives one or more people access to mailboxes.	Mailboxes, Delegate to, Access level (full access, send as or send on behalf), Auto-map in Outlook?
Remove Mailbox Delegation	Removes that access.	Mailboxes, Delegates, Access level
Calendar Permissions	Shares a calendar, or changes an existing permission.	Calendar owner, Share with, Permission level (reviewer, editor or delegate)
Create Shared Mailbox	Creates a shared mailbox; add people with Shared Mailbox Access.	Display name, Email address
Shared Mailbox Access	Adds or removes full access or send-as rights.	Shared mailbox, User, Action, Access level
Create Mail Contact	Adds an external contact.	Display name, External email address, Alias
Delete Mail Contact	Removes an external contact.	Contact email address
Get Mailbox Information	Lookup: size, forwarding, address-list visibility and permissions.	Mailbox
Grant Mailbox Permission in Bulk	Gives several users access to one mailbox.	Mailbox, Users to grant, Access level
Hide Mailbox from Global Address List	Hides or unhides a mailbox.	Hide from the address list?
Blacklist Email	Blocks a sender or domain organisation-wide.	Email address or domain

Groups

Workflow	What it does	The form asks for
Create Group	Creates a Microsoft 365, security or distribution group; add members with Group Membership.	Group name, Group type, Description
Group Membership	Adds or removes a user.	Group, User, Action
Bulk Add / Remove Users to Group	Adds or removes several users.	Group, Action, Users

Every workflow except the lookups can wait for approval and raise a PSA ticket. Lookups change nothing; open them from the Reports tab of Run a workflow.

Clients with on-premises AD

For a Cloud + On-Prem (synced) client, these workflows change AD-synced accounts through the desktop agent. Cloud-only accounts in the same tenant, and every other step, stay in Microsoft 365.

Workflow	In Active Directory, Core
User Onboarding	Creates the account in Create users in OU
User Offboarding	Disables the account and moves it to Move disabled users to OU, if set
Bulk Staff Offboarding	Disables the accounts
Re-enable Terminated Account	Re-enables the account
Password Reset	Sets the new password
Account Unlock	Enables and unlocks the account
Change User Details, Bulk Update User Details	Updates the details
Group Membership, Bulk Add / Remove Users to Group	Changes membership of an AD-synced group