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📊 Description:
Automate IT asset allocation for new hires with an intelligent, AI-powered workflow 🤖. This automation reads employee data from Google Sheets, determines role-based requirements, and intelligently assigns the best available assets using smart scoring logic. It validates allocations against company policies, generates a professional PDF allocation letter 📄, and sends automated email notifications 📧. Designed to eliminate manual IT workload, ensure compliance, and streamline onboarding.
What This Template Does:
📋 Triggers when a new employee is added in Google Sheets
🔍 Parses employee details and maps role-based asset requirements
🗄️ Fetches available IT assets from Airtable inventory
🧠 Uses AI-like scoring logic to select the best asset combination
✅ Validates allocation against IT policies with self-critique
⚙️ Updates Airtable to mark assets as allocated
📄 Generates a PDF asset allocation letter via CraftMyPDF
📧 Sends allocation details to employee and manager via email
📊 Logs allocation records in Google Sheets for tracking
🚨 Alerts IT team if allocation fails or violates policy
Key Benefits:
✅ Fully automated IT onboarding with zero manual effort
✅ Intelligent asset allocation based on role and availability
✅ Built-in policy validation ensures compliance and accuracy
✅ Instant document generation and email communication
✅ Real-time inventory updates prevent asset conflicts
✅ Reliable error handling with IT team alerts
Features:
- Google Sheets trigger for new hire onboarding
- Airtable integration for asset inventory management
- AI-inspired allocation logic (MCTS-style scoring)
- Automated PDF generation using CraftMyPDF
- Gmail integration for notifications and alerts
- Self-critique validation layer for policy enforcement
- Centralized logging and audit tracking
Requirements:
- Google Sheets OAuth2 credentials
- Airtable API access
- Gmail OAuth2 credentials
- CraftMyPDF API key and template
- n8n instance with Code node enabled
Target Audience:
- HR and IT onboarding teams
- SaaS and tech companies managing employee devices
- Operations teams automating internal workflows
- Organizations scaling hiring with structured IT processes