Employee Onboarding Document Generator Setup Guide

What This Agent Does

The Employee Onboarding Document Generator is a comprehensive automation workflow that transforms new hire data into a complete onboarding package. When triggered with employee information, this agent automatically generates four professional HTML documents (Welcome Letter, Benefits Guide, IT Setup Guide, and Forms), converts them to polished PDFs, uploads them to Google Drive, and delivers everything to the employee via email while notifying your HR team on Slack.

Key benefits include:

• Eliminates manual document creation – Generate all onboarding materials in seconds instead of hours
• Ensures consistency – Every new employee receives identical, professionally formatted documents
• Reduces errors – Automated data validation catches issues before documents are created
• Saves 3-4 hours per hire – No more copying, pasting, or manual PDF conversions
• Creates audit trails – All documents are automatically stored in Google Drive with timestamps

Ideal for: HR departments, talent acquisition teams, and organizations with frequent hiring who want to deliver a professional first impression while freeing up administrative time.

Who Is It For

This workflow is perfect for:

• HR Managers managing multiple new hires simultaneously
• Talent Acquisition Teams wanting to streamline post-offer processes
• Enterprise Organizations requiring standardized onboarding documentation
• Growing Companies scaling their hiring without scaling administrative overhead
• Compliance-focused Businesses needing consistent, documented onboarding procedures

No technical expertise required – the workflow handles all complexity behind the scenes.

Required Integrations

API2PDF

Why it's needed: Converts your beautifully formatted HTML documents into professional PDF files that maintain formatting across all devices and are ready for distribution.

Setup steps:

1. Visit api2pdf.com and click Sign Up
2. Create a free account (free tier includes 100 conversions/month)
3. Navigate to your API Dashboard and locate your API Key
4. Copy the API Key (looks like: 7a1b2c3d4e5f6g7h8i9j0k)
5. In TaskAGI, go to Integrations → Add New → API2PDF
6. Paste your API Key in the authentication field
7. Click Test Connection to verify
8. Save the integration

How to obtain credentials: Your API Key is automatically generated when you create an account and is visible immediately in your dashboard under "API Keys."

Configuration in TaskAGI: Once connected, the API2PDF nodes will automatically use this integration. No additional configuration needed per node – the integration handles all PDF conversion requests.

Google Drive

Why it's needed: Provides secure cloud storage for all generated onboarding documents, creating a centralized repository accessible to HR team members and maintaining permanent records.

Setup steps:

1. Go to Google Cloud Console
2. Create a New Project (name it "TaskAGI Onboarding")
3. Enable the Google Drive API:
   • Search "Google Drive API" in the search bar
   • Click the result and select Enable
4. Create OAuth 2.0 credentials:
   • Go to Credentials → Create Credentials → OAuth 2.0 Client ID
   • Choose Desktop Application
   • Download the JSON file
5. In TaskAGI, navigate to Integrations → Add New → Google Drive
6. Upload the downloaded JSON file or paste the credentials
7. Click Authorize and grant TaskAGI permission to access your Drive
8. Select or create a folder for onboarding documents (e.g., "Employee Onboarding")
9. Save the integration

How to obtain credentials: The OAuth JSON file is automatically generated in Google Cloud Console and contains all necessary authentication information.

Configuration in TaskAGI: After authentication, each Google Drive upload node will need the target folder ID specified. You can find this in the folder's URL: drive.google.com/drive/folders/[FOLDER_ID_HERE]

Gmail

Why it's needed: Delivers the complete onboarding package directly to new employees' inboxes with a personalized welcome message and document attachments.

Setup steps:

1. Use your existing Gmail account (no separate signup needed)
2. In TaskAGI, go to Integrations → Add New → Gmail
3. Click Connect Gmail Account
4. Sign in with your Gmail credentials
5. Grant TaskAGI permission to send emails on your behalf
6. Verify the connected email address appears in the integration
7. Save the integration

How to obtain credentials: Gmail uses OAuth 2.0, so credentials are obtained through the Google account authorization flow – no API keys to manually copy.

Configuration in TaskAGI: The Gmail send node requires three parameters:

• To: [[nodes.5816.emailTo]] (employee email address from data enrichment)
• Subject: [[nodes.5816.emailSubject]] (e.g., "Welcome to [Company]! Your Onboarding Materials")
• Body: [[nodes.5816.emailBody]] (personalized welcome message with attachment references)

Slack

Why it's needed: Instantly notifies your HR team when onboarding documents are generated and sent, keeping everyone informed and enabling quick follow-up if needed.

Setup steps:

1. Go to api.slack.com/apps and click Create New App
2. Choose From scratch and name it "TaskAGI Onboarding"
3. Select your Slack Workspace
4. In the left menu, go to OAuth & Permissions
5. Under Scopes, add these Bot Token Scopes:
   • chat:write
   • files:write
6. Click Install App to Workspace and authorize
7. Copy your Bot User OAuth Token (starts with xoxb-)
8. In TaskAGI, go to Integrations → Add New → Slack
9. Paste the Bot Token
10. Save the integration

How to obtain credentials: The Bot User OAuth Token is generated automatically after you install the app to your workspace.

Configuration in TaskAGI: The Slack notification node requires:

• Channel: Select your HR team's channel (e.g., #hr-onboarding)
• Message: Template with employee name and document summary
• Mention: Optional – tag specific team members with @username

Configuration Steps

Node-by-Node Configuration Guidance

Node 5801 – Webhook Trigger This is your entry point. When an external system (your HRIS, applicant tracking system, or form) sends employee data, this webhook receives it.

• Configuration: Copy the webhook URL generated by TaskAGI
• In your source system: Configure a POST request to this URL with JSON payload containing:

  {
    "firstName": "Sarah",
    "lastName": "Johnson",
    "email": "sarah.johnson@company.com",
    "department": "Engineering",
    "startDate": "2024-02-15",
    "position": "Senior Developer"
  }
  

Node 5802 – Validate & Enrich Data Ensures all required fields are present and formats data consistently.

• Configuration: Set validation rules for required fields (firstName, lastName, email)
• Enrichment: Add company name, HR contact info, and IT department details from your system
• Example: If email is missing, the workflow stops and notifies you rather than creating incomplete documents

Nodes 5803-5806 – Generate HTML Documents These four nodes create beautifully formatted HTML for each document type.

• Welcome Letter (5803): Personalizes greeting, includes start date, reporting manager, and first-day logistics

  • Template variables: {{firstName}}, {{department}}, {{startDate}}
  • Example output: "Welcome, Sarah! We're excited to have you join Engineering on February 15th."

• Benefits Guide (5804): Details health insurance, 401(k), PTO, and other benefits

  • Customize: Update plan names, coverage percentages, and enrollment deadlines
  • Include: Links to benefits portal and enrollment instructions

• IT Setup Guide (5805): Step-by-step instructions for laptop setup, software access, and security protocols

  • Customize: Add your company's specific tools (Slack, Jira, Confluence, etc.)
  • Include: IT helpdesk contact and support hours

• Forms (5806): Tax forms (W-4), direct deposit authorization, and emergency contacts

  • Customize: Add your company's specific forms and compliance requirements
  • Include: Submission instructions and deadlines

Nodes 5807-5810 – Convert to PDF Each HTML document is converted to a professional PDF using API2PDF.

• Configuration: Default settings work for most cases
• Customization options: Page size (A4/Letter), margins, header/footer
• Output: PDFs are ready for distribution and archival

Nodes 5811-5814 – Upload to Google Drive Each PDF is uploaded to your designated onboarding folder.

• Configuration: Specify target folder ID for each document
• Naming convention: [Employee_Name]_[Document_Type]_[Date]
  • Example: Sarah_Johnson_Welcome_Letter_2024-02-15.pdf
• Folder structure: Consider organizing by hire date or department

Node 5815 – Merge Upload Results Combines all four upload confirmations into a single data package.

• Configuration: Automatic – no user input needed
• Output: Contains all four document URLs for the next step

Node 5816 – Prepare Email Package Formats the email content with personalization and document references.

• Configuration:
  • Subject line: "Welcome to [Company], {{firstName}}! Your Onboarding Materials"
  • Body template: Include warm greeting, document descriptions, and next steps
  • Attachments: Reference all four PDF URLs from merged results
  • Example body:

    Hi {{firstName}},
    
    Welcome to our team! We're thrilled to have you joining us on {{startDate}}.
    
    Attached are your onboarding materials:
    - Welcome Letter – Your first-day details
    - Benefits Guide – Health, retirement, and time-off information
    - IT Setup Guide – Technology and access instructions
    - Forms – Required paperwork for HR
    
    Please review these documents and complete the forms by {{formDeadline}}.
    
    Questions? Reach out to our HR team at hr@company.com
    
    Best regards,
    The [Company] Team
    

Node 5817 – Send Email to Employee Delivers the complete package to the new hire.

• Configuration:
  • To: [[nodes.5816.emailTo]] (employee email from initial data)
  • Subject: [[nodes.5816.emailSubject]]
  • Body: [[nodes.5816.emailBody]]
  • Attachments: All four PDFs from Drive upload nodes
• Timing: Sends immediately upon successful document generation

Node 5818 – Notify HR Team via Slack Alerts your HR team that onboarding is complete.

• Configuration:
  • Channel: #hr-onboarding (or your team's channel)
  • Message template:

    ✅ Onboarding Complete!
    Employee: {{firstName}} {{lastName}}
    Position: {{position}}
    Department: {{department}}
    Start Date: {{startDate}}
    Documents: [View in Drive](link)
    Email Sent: {{timestamp}}
    

  • Mention: @hr-team to notify relevant staff

Testing Your Agent

Step 1: Prepare Test Data

Create a test employee record with complete information:

{
  "firstName": "John",
  "lastName": "Smith",
  "email": "john.smith@company.com",
  "department": "Marketing",
  "position": "Marketing Manager",
  "startDate": "2024-03-01"
}

Step 2: Run Test Execution

1. In TaskAGI, open your workflow and click Test Run
2. Paste your test JSON into the webhook payload field
3. Click Execute
4. Monitor the execution in real-time as each node processes

Step 3: Verify Each Stage

After Data Validation (Node 5802):

• ✓ All required fields are present
• ✓ Email format is valid
• ✓ Data is properly formatted

After HTML Generation (Nodes 5803-5806):

• ✓ Four HTML documents are created
• ✓ Employee name appears correctly in each document
• ✓ Dates and details are accurate

After PDF Conversion (Nodes 5807-5810):

• ✓ Four PDFs are generated without errors
• ✓ Formatting is preserved (no broken layouts)
• ✓ File sizes are reasonable (typically 200KB-2MB each)

After Drive Upload (Nodes 5811-5814):

• ✓ All four files appear in your Google Drive folder
• ✓ File names follow your naming convention
• ✓ Files are accessible and downloadable

After Email Send (Node 5817):

• ✓ Email arrives in test employee's inbox within 2 minutes
• ✓ Subject line is personalized
• ✓ All four PDFs are attached
• ✓ Body content is properly formatted

After Slack Notification (Node 5818):

• ✓ Message appears in your HR channel
• ✓ Employee details are correct
• ✓ Drive link is functional

Step 4: Expected Results and Success Indicators

Successful execution shows:

• ✅ All 19 nodes complete without errors
• ✅ Execution time: typically 30-60 seconds
• ✅ Four PDFs in Google Drive with correct naming
• ✅ Email received with all attachments
• ✅ Slack notification posted to HR channel
• ✅ No failed nodes or warnings in execution log

Common issues and solutions:

• Email not received: Verify email address in test data; check Gmail integration permissions
• PDFs not uploading: Confirm Google Drive folder ID is correct; verify API2PDF has remaining conversions
• Slack message missing: Check channel name spelling; verify bot has write permissions
• HTML generation errors: Review template variables match your data field names

Step 5: Production Deployment

Once testing is complete:

1. Update templates with your company branding, logos, and specific policies
2. Configure real employee data source (connect to your HRIS or ATS)
3. Set up monitoring to track workflow execution and catch any issues
4. Train HR team on how to trigger the workflow and access documents
5. Schedule regular reviews to update onboarding materials as policies change

Congratulations! Your Employee Onboarding Document Generator is ready to transform your hiring process. You're now saving hours per hire while delivering a professional, consistent experience to every new employee.