Starting point
People & onboarding
Handle applications and prepare the first day
Every application is captured on the day it arrives, matched against the job profile and handed to the hiring manager ready for a decision. Once an offer is accepted, contract, accounts, equipment and the induction plan follow from the same case instead of a chain of reminders.
Process architecture
From the incoming application to a prepared first working day.
The chain connects the intake channel for applications with the HR system of record, the document storage and the workplace of the hiring team. Rules decide on completeness and assignment, people decide on interviews and offers, and every decision stays documented together with its basis.
01Input
Intake & context
The application is taken over with all attachments and enriched with the job profile, the deadline and any earlier application from the same person.
3 Steps
02Process
Screening, selection & contract
Documents are extracted and compared with the requirements of the role. The hiring manager decides on interview and offer; afterwards the appointment, the contract and the onboarding tasks are created.
8 Steps
03Output
Record, reply & evidence
The personnel file exists, every application has received an answer, the workplace is ready on the start date and retention periods are documented.
4 Steps
Source01Pick up the application
Applications from the shared HR mailbox and the careers form are taken over with all attachments as soon as they arrive.Details
Pick up the application
Applications from the shared HR mailbox and the careers form are taken over with all attachments as soon as they arrive.
Interfaces
- Microsoft Graph API
- SharePoint API
Next steps
- Load the job profile
Data02Load the job profile
The advertised role, the required qualifications, the responsible manager and the closing date are loaded from the HR system and attached to the case.Details
Load the job profile
The advertised role, the required qualifications, the responsible manager and the closing date are loaded from the HR system and attached to the case.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Check the applicant pool
Data03Check the applicant pool
Earlier applications and talent pool entries are matched, so repeat applicants are handled as one case rather than processed twice.Details
Check the applicant pool
Earlier applications and talent pool entries are matched, so repeat applicants are handled as one case rather than processed twice.
Interfaces
- Azure AI Document Intelligence
- Mistral OCR
- Dataverse API
Next steps
- Extract the documents
Action04Extract the documents
CV, references and certificates are evaluated in a structured way; education, positions, qualifications and availability become fields on the case.Details
Extract the documents
CV, references and certificates are evaluated in a structured way; education, positions, qualifications and availability become fields on the case.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Check completeness
Decision05Check completeness
The case is checked against the mandatory items of the role: missing certificates, missing permits and unreadable attachments are detected.Details
Check completeness
The case is checked against the mandatory items of the role: missing certificates, missing permits and unreadable attachments are detected.
Interfaces
- Azure OpenAI GPT
- Anthropic Claude
- AI Builder
Next steps
- Match profile and requirementsDocuments complete
- Request missing documentsDocuments missing
Approval06Request missing documents
If something is missing, a specific request goes to the applicant; the case waits with a deadline and continues once the document arrives.Details
Request missing documents
If something is missing, a specific request goes to the applicant; the case waits with a deadline and continues once the document arrives.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Match profile and requirementsOnce received
Action07Match profile and requirements
Qualifications and positions are compared with the requirements of the role; the result is a reasoned summary with references to the source documents.Details
Match profile and requirements
Qualifications and positions are compared with the requirements of the role; the result is a reasoned summary with references to the source documents.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Hiring manager decides
Approval08Hiring manager decides
The responsible manager sees the summary in the team workspace and decides on interview or rejection, adding a short reason to the case.Details
Hiring manager decides
The responsible manager sees the summary in the team workspace and decides on interview or rejection, adding a short reason to the case.
Interfaces
- Teams Adaptive Cards
- Power Apps
Next steps
- Schedule the interviewInvite
- Send the rejectionReject
Action09Schedule the interview
Available times of everyone involved produce a proposed slot; once confirmed the interview is in the calendar and the invitation has been sent.Details
Schedule the interview
Available times of everyone involved produce a proposed slot; once confirmed the interview is in the calendar and the invitation has been sent.
Interfaces
- Power Automate
- Azure Functions
- Microsoft Graph API
Next steps
- Prepare the contract
System10Prepare the contract
After the offer is accepted, the draft contract is created from the company template with grade, start date and any fixed term, and goes out for signature.Details
Prepare the contract
After the offer is accepted, the draft contract is created from the company template with grade, start date and any fixed term, and goes out for signature.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Trigger onboardingAfter signature
System11Trigger onboarding
With the signature, user account, mailbox, permissions, equipment orders and the induction plan are created as tasks with owners and dates.Details
Trigger onboarding
With the signature, user account, mailbox, permissions, equipment orders and the induction plan are created as tasks with owners and dates.
Interfaces
- Dynamics 365 API
- Azure Service Bus
Next steps
- Create the personnel file
Result12Create the personnel file
Application, contract and certificates are combined into the personnel file in the system of record and stored with HR-only permissions.Details
Create the personnel file
Application, contract and certificates are combined into the personnel file in the system of record and stored with HR-only permissions.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Prepare the first day
- Document deadlines
Result13Send the rejection
Rejected applications receive an answer referring to the role and, with consent, an entry in the talent pool for future openings.Details
Send the rejection
Rejected applications receive an answer referring to the role and, with consent, an entry in the talent pool for future openings.
Interfaces
- Power BI API
- Teams Webhook
Next steps
- Document deadlines
Result14Prepare the first day
Accounts, desk, devices and induction plan are in place on the start date; the manager receives the overview in advance.Details
Prepare the first day
Accounts, desk, devices and induction plan are in place on the start date; the manager receives the overview in advance.
Interfaces
- Power BI API
- Teams Webhook
Result15Document deadlines
Decisions, replies and retention periods are logged; documents of rejected applications are deleted once the agreed period has passed.Details
Document deadlines
Decisions, replies and retention periods are logged; documents of rejected applications are deleted once the agreed period has passed.
Interfaces
- Power BI API
- Teams Webhook
System landscape
Interfaces and apps working together.
- Microsoft
Microsoft Graph API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
SharePoint API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure AI Document Intelligence
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Mistral OCR
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dataverse API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Automate
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Functions
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure OpenAI GPT
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Anthropic Claude
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
AI Builder
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Adaptive Cards
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power Apps
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Dynamics 365 API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Azure Service Bus
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Power BI API
Möglicher Baustein für die Microsoft-Systemvariante.
- Microsoft
Teams Webhook
Möglicher Baustein für die Microsoft-Systemvariante.
- Interfaces in use
REST API
Connects the HR system of record: job profile and applicant pool are read, contract and personnel file are written back there.
- Interfaces in use
Azure OpenAI Service
Compares qualifications with the requirements of the role and drafts the decision summary with references to the source documents.
- Interfaces in use
Microsoft Teams Adaptive Cards
Presents the summary to the hiring manager for the decision on interview or rejection, with a field for the reason.
- Interfaces in use
SharePoint REST API
Stores application documents, contract and certificates with HR-only permissions and an applied retention period.
- Possible apps & platforms
Microsoft Outlook
Shared HR mailbox as the intake channel, unchanged for the people applying.
- Possible apps & platforms
Microsoft Teams
Working surface for decisions, questions and the status of open vacancies.
- Possible apps & platforms
Microsoft SharePoint
Storage for the documents, linked to the case and restricted to the people who need them.
- Possible apps & platforms
Microsoft Bookings
Interview slots proposed from the calendars of everyone involved.
- Possible apps & platforms
Microsoft Planner
Onboarding tasks with an owner and a due date before the first working day.
- Possible apps & platforms
Microsoft Power BI
Overview of open roles, time to hire and the status of signed contracts.
Implementation in context
Robust in everyday HR work.
The process replaces no system, it connects the existing ones: the HR system stays the record for role, contract and personnel file, the shared mailbox stays the intake channel, and the document storage stays where it is. Only the path in between is new, together with the visibility of every open vacancy.
Only what is unambiguous is decided automatically: whether documents are complete, whether the person has applied before, whether a deadline is running. Interviews and offers are always decided by a person in the hiring team; the system prepares the decision but never makes it.
Application documents are personal data and stay inside the company environment. Access is limited to HR and the responsible manager, every view is logged, and for rejected applications the agreed retention period is monitored and deletion is triggered.
If an interface is unavailable, the application stays in the queue and is picked up later instead of being lost. Every write carries a unique identifier so that no case is created twice and no rejection is sent twice; HR maintains the rules and deadlines itself.
Target picture
Every application is captured on the day it arrives, checked for completeness and handed over ready for a decision. After the offer is accepted, contract, accounts, equipment and induction plan run from the same case, and every decision is traceable with its reason and its deadline.
Expected benefits
- Applications reach the hiring team on the day they arrive instead of several days later
- HR spends its time on selection and interviews rather than on copying documents
- Every decision on interview, offer or rejection is traceable with its reason and its timestamp
- No application is left unanswered because every case carries a deadline and an owner
- Retention periods for rejected applications are monitored rather than forgotten
- Account, equipment and induction plan are ready on the first working day
Prerequisites to start
- 01A shared HR mailbox and an app registration in Microsoft Entra ID with the permissions the process needs
- 02A documented interface to the HR system of record, with a technical user and a test environment
- 03Maintained job profiles with the mandatory qualifications and a unique identifier per vacancy
- 04A contract template with the mandatory information of the company and a decision on who approves it
- 05One named hiring manager per vacancy to decide on interviews and offers
- 06An agreed retention and deletion rule for application documents and a data processing agreement where required
More use cases
Matching solutions from your industry
Knowledge & assistance
Make internal knowledge securely searchable
An assistant answers questions from approved company sources, cites evidence and respects existing access rights.
Faster access to reliable knowledge with traceable sources and controlled permissions.
- Microsoft Graph / SharePoint
- Dateiserver-Connector
- Entra ID / SSO
- Azure AI Search
Finance & documents
Validate and post incoming invoices
Invoices are captured, validated and moved through approval, accounting and archiving with explicit exception controls.
Fewer capture errors, clear validation steps and an auditable path from document to accounting entry.
- ERP REST / OData / IDoc
- E-Mail, Peppol oder Upload
- DMS- und Archiv-API
- Azure AI Document Intelligence
Approvals & compliance
Manage approvals without email ping-pong
Requests automatically follow the right roles, deadlines and delegates with a complete decision history.
Faster decisions, clear ownership and an auditable history without disconnected tools.
- Microsoft Graph
- ERP- oder HR-API
- Webhook / Adaptive Cards
- Microsoft Teams
Meetings & tasks
Turn meetings into concrete work
Decisions, tasks and deadlines are structured from meetings and handed to the right work systems with an explicit review step.
Less follow-up work, clear ownership and a consistent transition from conversation to delivery.
- Microsoft Graph / Teams
- Planner- oder Jira-API
- CRM-API
- Microsoft Teams
Email & intake channels
Understand and route incoming messages automatically
AI identifies requests, attachments and priorities, then moves every message into the right downstream workflow with clear controls.
Faster response times, consistent ownership and a traceable status from the first customer contact.
- Microsoft Graph / Gmail API
- CRM- oder Ticket-API
- Webhook / REST
- Outlook & Microsoft Teams
Complaints & returns
Automate Complaint and Returns Handling
Every complaint from the mailbox and the web form is linked to its order and checked against photos and the reported defect. Only cases outside the agreed deadlines or approval limits reach quality assurance or sales management; everything else gets its decision the same day.
Every complaint is linked to an order on the day it arrives and checked against the same rules. Quality assurance and sales management only decide where the deadline, the defect, or the value falls outside the set limits, and each of those decisions is documented together with its basis.
- REST API
- Webhook
- Ollama
- DocuWare REST API
Your next step
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