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The moment it happens

Set up a Drive folder and Jira tickets for each new hire

For every new hire, a Drive folder with copies of your onboarding documents is created and shared, Jira onboarding tickets are opened, and Slack gets a summary.

Runs
The moment it happens
Apps
Google Drive, Jira
AI
Optional
Access
Drive drive.file; Jira create issues

Send this to your assistant

Create a ClickRuntime automation: when a new hire arrives at the trigger link, create a folder for them in our Onboarding Drive folder with copies of the template docs, share it with them, create onboarding tasks in Jira project PEOPLE, and post a summary to #people.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

A company's onboarding relies on a handful of documents: a welcome guide, a first-week plan, a policies checklist. HR copies them into a folder for each new hire and creates tasks for IT and the manager, and on busy weeks something is missed.

Setting up the folder and the tickets together, as soon as the hire is confirmed, gives every new person the same complete start. HR's time goes into the conversations, not the copying.

What you get out of it

  • A personal folder for each hire

    Copies of every onboarding document are ready and shared. New hires can fill in their own forms.

  • Tasks for everyone involved

    IT, HR and the manager each get their Jira tasks with due dates. Nobody has to be reminded.

  • Templates stay clean

    Each hire gets copies, so the originals are never edited by accident.

  • A summary in Slack

    The team sees who is joining and where the folder and tickets are. Everyone can help welcome them.

How it works

What happens, step by step

  1. When a hire is confirmed, your HR tool sends their details to your automation's trigger link.

  2. ClickRuntime creates a folder for them in Drive and copies in your onboarding templates.

  3. The folder is shared with the new hire and their manager.

  4. Onboarding tasks are created in Jira, each linking to the folder.

  5. A summary is posted to your #people Slack channel.

Before it runs live

  • Connect Google Drive
  • Connect Jira
  • Paste your automation's link into the other app's webhook settings

What you get

RunsThe moment it happens
Set up a Drive folder and Jira tickets for each new hirejust nowSucceeded
Slack · #peoplePriya Shah starts 2026-11-03. Folder: Onboarding - Priya Shah. Tickets: PEOPLE-61, PEOPLE-62, PEOPLE-63

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • Your own rules

    Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.

  • Any number of apps

    One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.

  • AI where it helps

    Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.

  • On a schedule or on each event

    Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.

Changes you can ask for

  • Act only on the items that match your own rules, and skip the rest
  • Change what the AI looks for, or how it writes the result
  • Add another app, for example also send it to Slack
  • Combine it with other Google Drive and Jira steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
new_hire_onboarding_drive_folder_and_jira_tickets.pyexample
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_event, credentials, http, notify

JIRA, SITE = "https://api.atlassian.com/ex/jira/your-cloud-id", "https://acme.atlassian.net/browse/"
adf = lambda text: {"type": "doc", "version": 1, "content": [{"type": "paragraph", "content": [{"type": "text", "text": text}]}]}

def jira(method, path, **kw):
    resp = http.request(method, JIRA + path, headers={"Authorization": f"Bearer {credentials.connection('jira', 'work')}", "Accept": "application/json"}, **kw)
    return resp.raise_for_status() or (resp.json() if resp.content else None)

PARENT, TEMPLATES = "onboarding-folder-id", "templates-folder-id"
TASKS = ["Prepare laptop", "Create accounts", "Plan first week"]

@on_event
def handle(event):
    h = event.json or {}
    drive = build("drive", "v3", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).files()
    folder = drive.create(body={"name": f"Onboarding - {h['name']}", "mimeType": "application/vnd.google-apps.folder", "parents": [PARENT]}, fields="id,webViewLink").execute()
    for t in drive.list(q=f"'{TEMPLATES}' in parents and trashed = false", fields="files(id,name)").execute()["files"]:
        drive.copy(fileId=t["id"], body={"name": f"{t['name']} - {h['name']}", "parents": [folder["id"]]}).execute()
    perms = build("drive", "v3", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).permissions()
    for email in filter(None, [h.get("email"), h.get("manager_email")]):
        perms.create(fileId=folder["id"], body={"type": "user", "role": "writer", "emailAddress": email}).execute()
    keys = [jira("POST", "/rest/api/3/issue", json={"fields": {"project": {"key": "PEOPLE"}, "issuetype": {"name": "Task"}, "duedate": h["start_date"],
            "summary": f"{task}: {h['name']}", "description": adf(f"Folder: {folder['webViewLink']}")}})["key"] for task in TASKS]
    notify.slack(f"{h['name']} starts {h['start_date']}. Folder: {folder['webViewLink']} Tickets: {', '.join(keys)}", channel="#people")
    return {"folder": folder["id"], "tickets": keys}

FAQ

Common questions

Which documents are copied?
Every file in the template folder you choose. Add or remove templates there and future hires get the new set.
Can AI personalise the documents?
Optionally. AI can write a short personal welcome note into the folder using the hire's role and team.
Who is the folder shared with?
The new hire's email and their manager, as editors. You can change this to view-only or add HR.
What permissions does it need?
Drive drive.file; Jira create issues. Nothing else in your accounts is used.
Does it need AI?
No, but you can ask for an AI step (for example a summary). It then uses ClickRuntime's built-in AI allowance.
How many runs does it use?
One run for each event the app sends.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

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