Streamlined Onboarding: Google Sheets, Jira & AI Task Creation
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Automate your new employee onboarding process from initial data entry to task assignment. This workflow integrates Google Sheets to trigger onboarding, creates comprehensive tasks in Jira, and leverages AI for intelligent subtask generation, ensuring a smooth and consistent experience for every new hire.
About This Workflow
Manual employee onboarding is a time-consuming and error-prone process. This powerful n8n workflow revolutionizes how you welcome new team members by automating key steps. It starts with new hire data in Google Sheets, which triggers the entire process. The workflow extracts and cleans this data, then automatically creates a main onboarding task in Jira. What makes this workflow stand out is its intelligent handling of subtasks: it can dynamically generate detailed onboarding subtasks for various departments and roles, even leveraging AI for sophisticated task breakdown. While this snippet focuses on Google Sheets and Jira, the full workflow (as implied by its name) can also integrate with Slack for notifications and Google Drive for document management, creating a truly comprehensive onboarding automation system.
Key Features
- Google Sheets Triggered Onboarding: Automatically initiate onboarding workflows when new hire data is added to a Google Sheet.
- Automated Jira Task Creation: Effortlessly create main onboarding issues and their corresponding subtasks in Jira, ensuring nothing is missed.
- Intelligent Subtask Generation (AI-Ready): Leverage AI/LLM capabilities (via the Langchain node) to dynamically generate context-aware subtasks based on new hire details and roles.
- Conditional Workflow Paths: Define different onboarding sequences and tasks based on specific criteria like department, role, or location.
- Data Extraction & Cleaning: Automatically process and normalize new hire information for consistent use across integrated systems.
How To Use
- Configure Google Sheets Trigger: Set up the "Google Sheets Trigger" node to monitor your chosen spreadsheet for new rows. Specify the sheet and the column containing new hire email or ID that will trigger the workflow.
- Map New Hire Data: In the "Extract & Clean Hire Data"
Setnode, map the incoming data from Google Sheets to standardized variables (e.g.,firstName,lastName,role,department). - Set Up Main Jira Task: Connect your Jira account to the first "Jira Software" node. Configure it to create a new issue (e.g., a "Task" type) for the new hire, using the extracted data for the summary and description (e.g., "Onboarding: {{ $json.firstName }} {{ $json.lastName }} ({{ $json.role }})").
- Define Subtask Logic:
- Manual Subtasks: If you prefer predefined tasks, configure the "Subtask Manual Setting"
Setnode with a static list of subtasks. - AI-Generated Subtasks (Advanced): To use AI, enable the "Jira Subtask Writer" (Langchain LLM) node. Connect your LLM credentials and configure the prompt to generate relevant subtasks based on the new hire's role and department. You might also need to adapt the "Task Splitter Code" node to process the AI output into a format suitable for Jira.
- Manual Subtasks: If you prefer predefined tasks, configure the "Subtask Manual Setting"
- Create Jira Subtasks: Connect your Jira account to the "Create Sub-tasks on Jira" node. Configure it to create subtasks linked to the main Jira issue (from step 3), using the output from either the "Subtask Manual Setting" or the "Task Splitter Code" node.
- Customize Conditional Paths: Adjust the "If" nodes (
IfandIf1) to create branching logic. For example, use the firstIfnode to check if the new hire's department is "Engineering" and route them through specific setup tasks.
Apps Used
Workflow JSON
{
"id": "be780160-153b-4c87-9e8a-e83b79987ce8",
"name": "Streamlined Onboarding: Google Sheets, Jira & AI Task Creation",
"nodes": 10,
"category": "Operations",
"status": "active",
"version": "1.0.0"
}Note: This is a sample preview. The full workflow JSON contains node configurations, credentials placeholders, and execution logic.
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ID: be780160-153b...
About the Author
SaaS_Connector
Integration Guru
Connecting CRM, Notion, and Slack to automate your life.
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