SO as you know that yesterday we created a functionality that tracks the documents that has to be provided by students for onboarding. But now to streamline the onboarding process, we introduced four dedicated faculty sites:
🏛 Gryffindor
🏛 Hufflepuff
🏛 Ravenclaw
🏛 Slytherin

Each site acts as a collaborative space for students and teachers, where they can upload, share, and manage documents efficiently.

To fully automate the onboarding workflow, we use an Azure Function App that:
✅ Invites students to their respective faculty site after completing a survey.
✅ Provides a checklist for required documents (e.g., photos, transcripts).
✅ Automatically verifies documents and tracks missing files.
✅ Sends SMS notifications to students if required documents are missing.

The Business Logic Flow

The onboarding process is fully automated using Azure Durable Functions and SharePoint.

Step 1: Student Completes the Wayfinder Portal Survey

• Once a student submits their faculty preference and personal details, a HTTP request is sent to an Azure Function with their data.
• Based on the selected faculty, the function determines the corresponding SharePoint site.

Step 2: Azure Function Invites the Student

An HTTP-triggered Azure Function is responsible for processing the onboarding request.

Step 3: Orchestrator Function Handles Onboarding Workflow

The orchestrator function manages the entire student onboarding process.

• The orchestrator first invites the student to their faculty site.
• Then, it creates a checklist for tracking required documents.

Step 4: Student Invitation to SharePoint

The invitation activity sends an email invite with a faculty-specific SharePoint link.

Uses FacultySitesDictionary to find the correct SharePoint site:

·  Sends an invitation email with the SharePoint link.

Step 5: Checklist is Created for Document Upload

Each student receives a checklist for tracking the required onboarding documents.

📌 Add Student Checklist

Step 6: Automated Document Validation

An Azure Function runs on a schedule to validate student document submissions.

📌 Timer-Triggered Function

📲 This ensures students complete their onboarding without manual intervention.

Faculty Administrators’ Perspective

✅ No manual student onboarding – Everything happens automatically.
✅ Real-time checklist tracking – Admins see which students have missing documents.
✅ Less communication overhead – Automated SMS reminders handle follow-ups.

Summary of Key Features

Feature	Technology
Student invitation	Azure Function (HTTP Trigger)
Faculty-specific SharePoint sites	SharePoint Online
Checklist tracking	SharePoint Lists
Document verification	Azure Durable Function
Scheduled validation	Timer-Triggered Function
SMS notifications	LinkMobility API

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🚀 Conclusion

This fully automated system significantly improves faculty onboarding by:
✅ Eliminating manual work for administrators.
✅ Ensuring real-time checklist tracking for students.
✅ Automatically notifying students about missing documents.

This scalable architecture using Azure Functions, SharePoint, and Durable Functions ensures smooth student onboarding with minimal effort.

Stay tuned for our next post, where we dive deeper into SharePoint automation! 🚀