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.
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
When a hire is confirmed, your HR tool sends their details to your automation's trigger link.
ClickRuntime creates a folder for them in Drive and copies in your onboarding templates.
The folder is shared with the new hire and their manager.
Onboarding tasks are created in Jira, each linking to the folder.
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
Build your own
Need it to work differently?
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
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?
Can AI personalise the documents?
Who is the folder shared with?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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