Atlas project production

Staff Onboarding Email Notification Automation

Sends account-ready onboarding emails from the production staff lifecycle process so new staff communication is timely and consistent.

Internal-only entry. Do not publish externally without review.

Type: Component
Lifecycle: Active
Last touched: 2026-03-24
Visibility: Internal

Purpose

Automatically notify new staff when district accounts are created so the communication step does not depend on manual follow-up.

Current state

Production notification logic exists inside `Modify-BOUSD-Staff.ps1` and sends personal, alternate, site-specific, and summary emails as part of Staff AD Account Management.

Next step

Capture template governance, escalation behavior, and audit-retention expectations inside the parent staff AD runbook.

Interfaces

Inputs

staff identity records
account readiness state
notification recipients and routing

Outputs

onboarding emails
summary reports
notification logs

Reality to Action trace

Reality Ingestion

Not in scope.

Canonical Storage

Not in scope.

Automation Engines

Contributes in this stage.

Human Interfaces

Contributes in this stage.

Operational Adoption

Contributes in this stage.

Core workflow

TBD. Document the 5-10 steps that define the core workflow.

Data integrity and contracts

Source of truth rules

The staff lifecycle run determines when a notification is warranted.
Notification messages are downstream artifacts, not source-of-truth records.

Safe handling

Protect SMTP configuration and recipient lists.
Keep account-detail notices internal and controlled.

Operational notes

Reliability posture

Notification logic is embedded in a production provisioning script, but audit-retention and failure-alert expectations are not centralized.

Observability

Integr8r logs
PowerShell notification output
SMTP delivery results

Security and privacy

Confidential staff identity and account information; notification content should remain controlled.

Dependencies

Upstream

ActiveDirectoryStaff job
Modify-BOUSD-Staff.ps1
SMTP delivery

Downstream

new-staff onboarding communication
site-specific summaries

Ownership

Owners

Technology Services, Josh Barton

Users

Technology Services, HR and onboarding stakeholders, Josh Barton (owner)

Staff Onboarding Email Notification Automation

Operational Notes

The registry ties this workflow directly to the post-command path of ActiveDirectoryStaff.
This is an embedded production mailer, not a separate ad hoc reminder script.
Failure creates inconsistent onboarding communication and more manual follow-up.

Registry Alignment

Former standalone registry entry INT-012 is now documented as component scope within Staff AD Account Management.
Registry clarified: onboarding communication is already part of the live provisioning path on the Integr8r host.
Validation gaps: document templates, recipients, escalation rules, and audit-retention expectations.