Hire2Retire design page allows you to define rules for integrating employee data between the HR system and AD. Whenever a new employee report is received, the Hire2Retire workflow will apply the rules to each employee record and create or update profile in your Active Directory.

Hire2Retire design page contains steps which help you to manage Employee Lifecycle smoothly:

Steps for Active Directory

1. HR Data Definition
2. Lifecycle Business Rules
3. Employment Status
4. HR to AD Profile Map
5. Organizational Unit Assignment
6. Security Group Assignment
7. Distribution List Assignment

Steps for Entra ID

1. HR Data Definition
2. Lifecycle Business Rules
3. Employment Status
4. HR to Entra ID Profile Map
5. Microsoft 365 Group Assignment - Optional
6. Security Group Assignment - Optional

1. HR Data Definition

In this step, you will define the file structure of the employee extract that HR platform will send to Hire2Retire workflow. At runtime, the workflow will validate the file structure before further processing individual employee records.

For further details, you can refer to HR Data Definition.

Figure 2. HR Data Definition

2. Lifecycle Business Rules

In this step, you can pick the Employee Lifecycle required for your business use cases. Hire2Retire product provides 5 stages：

1. Create User / Onboarding
2. Update User
3. Terminate User
4. Retire
5. Leave / Long Term Leave

At the runtime, the workflow will only process employee which match the selected stages.

For further details, you can refer to Lifecycle Business Rules.

Figure 3. Lifecycle Business Rules

3. Employment Status

In this step, you will provide employee attribute that will be used to define the lifecycle business. Depending upon the field selected you will map values to the specific lifecycle stages.

For example, when employee position status is terminated, then terminate user account in Active Directory.

For further details, you can refer to Employment Status.

Figure 4. Employment Status

Steps Specific to AD or Hybrid

4. HR to AD Profile Map

This step is used to map the Employee data from HR platform into AD attributes. You can set up AD attributes by typing static value or dragging HR attributes

For further details, you can refer to HR to AD Profile Map.

Figure 5. HR to AD Profile Map

5. Organizational Unit Assignment

In this step, you will create rules to assign specific users into the desired organizational unit. If OU mapping rule is not provided or not satisfied, the integration will move user to the default OU.

For further details, you can refer to Organizational Unit Assignment.

Figure 6. Organizational Unit Assignment

6. Security Group Assignment

Security groups are used to collect such groups into manageable units and assign them permissions for the shared resources. In this step, you can create rules to assign security groups to employees. You can also choose the default security groups which will be assigned to all employees in your company.

For further details, you can refer to Security Group Assignment.

Figure 7. Security Group Assignment

7. Distribution List Assignment

Distribution list is used for sending emails/notifications to a group of people. In this step, you can create rules to assign distribution lists to employees. You can also choose the default distribution lists which will be assigned to all employees in your company.

For further details, you can refer to Distribution List Assignment.

Figure 8. Distribution List Assignment

Steps specific to Entra ID

4. HR to Entra ID Profile Map

This step is used to map the Employee data from HR platform into Entra ID attributes. You can set up Entra ID attributes by typing static value or dragging HR attributes

For further details, you can refer to HR to Entra ID Profile Map.

Figure 9. HR to Entra ID Profile Map

5. Microsoft 365 Group Assignment (Optional)

In this step, you will create rules to assign specific users into the desired Microsoft 365 Group. If OU mapping rule is not provided or not satisfied, the integration will move user to the default OU.

For further details, you can refer to Organizational Unit Assignment.

Figure 10. Organizational Unit Assignment

6. Security Group Assignment (Optional)

Security groups are used to collect users into manageable units and assign them permissions for the shared resources. In this step, you can create rules to assign security groups to employees. You can also choose the default security groups which will be assigned to all employees in your company.

For further details, you can refer to Security Group Assignment.

Figure 11. Entra ID Security Group Assignment