Onboard Employee

The employee's manager initiates the onboarding process.

Required fields:

Field Name	Field Type	Data Type	Source	Mode	Validation
First Name	Text	String	User	Edit	Required
Last Name	Text	String	User	Edit	Required
Personal Email	Text	String	User	Edit	Required, Valid Email
Cell Phone	Text	String	User	Edit
Department	Dropdown	String	ProcessMaker Departments	Edit	Required
Position	Text	String	User	Edit	Required
Contract Type	Dropdown	String	PM Table (PMT_CONTRACT_TYPE)	Edit	Required
Start Date	Date	Date	User	Edit	Required
Finish Date	Date	Date	User	Edit	Required if Contract Type = Contractor/Consultant
Country	Dropdown	String	ProcessMaker ISO Tables	Edit	Required
Hiring Center	Dropdown	String	PM Table (PMT_HIRING_CENTER)	Edit	Required
State	Dropdown	String	ProcessMaker ISO Tables	Edit	Required if U.S.
Requires Sales Tools?	Checkbox	Boolean	User	Edit
Resume	File	File	User	Edit	Required
Employer Reference Check	Checkbox	Boolean	User	Edit	Not Required
Background Check	Checkbox	Boolean	User	Edit	Not Required
Corporate Email Groups	Checkgroup	String	PM Table	Edit	Not Required
Requires Training?	Checkgroup	String	("NA", "Architect", "Developer")	Edit	Required
Requires Phone?	Radio	String	("NA", "Hard phone", "Soft phone")	Edit	Required

Email to HR group email

In order to keep the process as dynamic as possible and not require constantly changing the process, we will utilize group email addresses to be sent to notify the status of a case.

Subject:

New Hire for @#Position - @#FirstName @#LastName

Body:

Dear HR,

There has been a new hire onboarding.

Please login to ProcessMaker in order to complete your task.

ProcessMaker Automated Notification

HR Tasks

The HR manager performs a series of tasks that will need to be marked complete by check boxes on the form.

If the HR manager requires additional information that was not supplied by the initiator, then the HR manager can send the case back to the initiator.

Field Name	Field Type	Data Type	Source	Mode	Validation
First Name	Text	String	User	Read-Only	Required
Last Name	Text	String	User	Read-Only	Required
Personal Email	Text	String	User	Read-Only	Required, Valid Email
Cell Phone	Text	String	User	Read-Only
Department	Dropdown	String	ProcessMaker Departments	Read-Only	Required
Position	Text	String	User	Read-Only	Required
Start Date	Date	Date	User	Read-Only	Required
Country	Dropdown	String	ProcessMaker ISO Tables	Read-Only	Required
State	Dropdown	String	ProcessMaker ISO Tables	Read-Only	Required if U.S.
Requires Sales Tools?	Checkbox	Boolean	User	Read-Only
Contract Type	Dropdown	String	PM Table (PMT_CONTRACT_TYPE)	Read-Only	Required
Annual Salary	Textbox	String	User	Edit	Required
Contract Signed	Checkbox	Boolean	User	Edit	Required
Signed Contract	File	File	User	Edit	Required

If more information is required, the case is routed back to the initiator and an email is sent to them requesting more information.

The form will validate upon clicking the approve button if the annual salary has been captured and if the contract has been signed and uploaded. If these criteria are not met, the user will not be able to approve the form, but they will be able to send it back for more information.

Subject:
New Hire for @#Position - @#FirstName @#LastName

Body:

Dear User,

HR has requested that additional information be added to the onboarding.

Please login to ProcessMaker in order to complete your task.

ProcessMaker Automated Notification

Email to IT group email

In order to keep the process as dynamic as possible and not require constantly changing the process, we will utilize group email addresses to be sent to notify the status of a case.

Subject:
New Hire for @#Position - @#FirstName @#LastName

Body:

Dear IT,

There has been a new hire onboarding.

Please login to ProcessMaker in order to complete your task.

ProcessMaker Automated Notification

IT Tasks

The IT manager performs a series of tasks that will need to be marked complete by check boxes on the form.

If the new hire requires access to sales tools, such as the crm and demo environments etc, then after IT has completed their tasks, the case will then be routed to Sales Engineering for them to provision additional sales tools access.

Depending on the requirements, 3 emails go out after IT finishes their tasks and are also routed to one or all of 3 groups

Sales engineering receives an email notification if sales tools are required
Training receives an email if training is required
Accounting receives an email to setup payroll etc

Field Name	Field Type	Data Type	Source	Mode	Validation	Comments
First Name	Text	String	User	Read-Only	Required
Last Name	Text	String	User	Read-Only	Required
Personal Email	Text	String	User	Read-Only	Required, Valid Email
Cell Phone	Text	String	User	Read-Only
Department	Dropdown	String	ProcessMaker Departments	Read-Only	Required
Position	Text	String	User	Read-Only	Required
Start Date	Date	Date	User	Read-Only	Required
Country	Dropdown	String	ProcessMaker ISO Tables	Read-Only	Required
State	Dropdown	String	ProcessMaker ISO Tables	Read-Only	Required if U.S.
Requires Sales Tools?	Checkbox	Boolean	User	Read-Only
Corporate Email Address	Text	String	User	Edit	Required
Corporate Temp Email Password	Text	String	User	Edit	Required
Phone Type	Dropdown	String	("Not Required", "Hard", "Soft")	Edit	Required
VoIP Extension	Text	Int	User	Edit	Required
VoIP Password	Text	String	User	Edit	Required
LDAP Username	Text	String	User	Edit	Required
LDAP Password	Text	String	User	Edit	Required
Computer Type	Dropdown	String	PM Table (PMT_COMPUTER_TYPE)	Edit	Required
Printer Access	Checkbox	Boolean	User	Edit	Not Required
Corporate Email Groups	Textarea	String	User	Read-Only
Added to Corporate Email Groups	Checkbox	Boolean	User	Edit	Not Required
Work Station Set Up	Checkbox	Boolean	User	Edit	Required
Update Internal Documentation	Checkbox	Boolean	User	Edit	Required	Update the spreadsheet and any other relevant information in company documents
Atlasssian Account Permissions	Checkbox	Boolean	User	Edit	Required	Appropriate Jira/Confluence/Bitbucket permissions and groups setup

Email to SE group email

In order to keep the process as dynamic as possible and not require constantly changing the process, we will utilize group email addresses to be sent to notify the status of a case.

Subject:
New Hire for @#Position - @#FirstName @#LastName

Body:

Dear Sales Engineering,

There has been a new hire onboarding.

Please login to ProcessMaker in order to complete your task.

ProcessMaker Automated Notification

SE Tasks

The SE manager performs a series of tasks that will need to be marked complete by check boxes on the form.

Once the Sales Engineering task is complete, then the process converges back into a single thread and 2 emails go out

To the company welcoming the new hire to the company.
To the new employee to inform them that they have been successfully onboarded with access links and credentials to the systems provided.

Field Name	Field Type	Data Type	Source	Mode	Validation
First Name	Text	String	User	Read-Only	Required
Last Name	Text	String	User	Read-Only	Required
Personal Email	Text	String	User	Read-Only	Required, Valid Email
Cell Phone	Text	String	User	Read-Only
Department	Dropdown	String	ProcessMaker Departments	Read-Only	Required
Position	Text	String	User	Read-Only	Required
Start Date	Date	Date	User	Read-Only	Required
Country	Dropdown	String	ProcessMaker ISO Tables	Read-Only	Required
State	Dropdown	String	ProcessMaker ISO Tables	Read-Only	Required if U.S.
Requires Sales Tools?	Checkbox	Boolean	User	Read-Only
CRM Username	Text	String	User	Edit	Required
CRM Temp Password	Text	String	User	Edit	Required
Demo Workspace Setup	Checkbox	Boolean	User	Edit	Required
Time Tracking Account	Checkbox	Boolean	User	Edit	Not Required
SE Confluence Permissions	Checkbox	Boolean	User	Edit	Not Required
SE JIRA Permissions	Checkbox	Boolean	User	Edit	Not Required

Email to Training group email

In order to keep the process as dynamic as possible and not require constantly changing the process, we will utilize group email addresses to be sent to notify the status of a case.

Subject:
New Hire for @#Position - @#FirstName @#LastName

Body:

Dear Training,

There has been a new hire onboarding.

Please login to ProcessMaker in order to complete your task.

ProcessMaker Automated Notification

Training Tasks

The Training manager performs a series of tasks that will need to be marked complete by check boxes on the form.

Once the Training task is complete, then the process converges back into a single thread and 2 emails go out

To the company welcoming the new hire to the company.
To the new employee to inform them that they have been successfully onboarded with access links and credentials to the systems provided.

Field Name	Field Type	Data Type	Source	Mode	Validation
First Name	Text	String	User	Read-Only	Required
Last Name	Text	String	User	Read-Only	Required
Personal Email	Text	String	User	Read-Only	Required, Valid Email
Cell Phone	Text	String	User	Read-Only
Department	Dropdown	String	ProcessMaker Departments	Read-Only	Required
Position	Text	String	User	Read-Only	Required
Start Date	Date	Date	User	Read-Only	Required
Country	Dropdown	String	ProcessMaker ISO Tables	Read-Only	Required
State	Dropdown	String	ProcessMaker ISO Tables	Read-Only	Required if U.S.
Requires Training?	Checkgroup	String	("NA", "Architect", "Developer")	Read-Only	Required
Access Granted	Checkbox	Boolean	User	Edit	Required
PM University Username	Text	String	User	Edit	Required
PM University Temp Password	Text	String	User	Edit	Required

Email to Accounting group email

In order to keep the process as dynamic as possible and not require constantly changing the process, we will utilize group email addresses to be sent to notify the status of a case.

Subject:
New Hire for @#Position - @#FirstName @#LastName

Body:

Dear Accounting,

There has been a new hire onboarding for @#HiringCenter.

Please login to ProcessMaker in order to complete your task.

ProcessMaker Automated Notification

Accounting Tasks

The Accounting manager performs a series of tasks that will need to be marked complete by check boxes on the form.

Once the Accounting task is complete, then the process converges back into a single thread and 2 emails go out

To the company welcoming the new hire to the company.
To the new employee to inform them that they have been successfully onboarded with access links and credentials to the systems provided.

Field Name	Field Type	Data Type	Source	Mode	Validation
First Name	Text	String	User	Read-Only	Required
Last Name	Text	String	User	Read-Only	Required
Personal Email	Text	String	User	Read-Only	Required, Valid Email
Cell Phone	Text	String	User	Read-Only
Department	Dropdown	String	ProcessMaker Departments	Read-Only	Required
Position	Text	String	User	Read-Only	Required
Start Date	Date	Date	User	Read-Only	Required
Country	Dropdown	String	ProcessMaker ISO Tables	Read-Only	Required
State	Dropdown	String	ProcessMaker ISO Tables	Read-Only	Required if U.S.
Enrolled In HR System	Checkbox	Boolean	User	Edit	Required

Email to Company

After all the tasks are complete, a welcome email is sent out to the company, ensuring that we do not forget to welcome new employees.

This email will be sent out from Brian's account. We will use a dummy account so as to not require Brian's actual account.

Subject:
Welcoming @#FirstName @#LastName to ProcessMaker!

Body:

Team,

I would like to personally welcome @#FirstName @#LastName to the team.

@#FirstName will be joining the @#Department_label team in the position of @#Position. @#FirstName will be based in @#Country_label and work out of the @#HiringCenter_label office.

Please give @#FirstName a warm welcome!

Brian's Signature

Email to New Employee

At the end of the workflow, the new employee will receive a welcome email, with full instructions on how to access the systems and what he needs to do in order to be fully prepared to start working on his/her first day.

Subject:
Welcome to ProcessMaker @#FirstName!

Body:

Dear @#FirstName @#LastName,

Welcome to ProcessMaker!

Your officlal start date has been set as @#StartDateFormatted.

You will be joining the @#Department_label team in the position of @#Position and be reporting to @#DepartmentHead.

You will be working out of the @#HiringCenter_label office. Please coordinate access to the permises with your department head (@#DepartmentHead).

You will be receiving a computer type of @#ComputerType_label. If you are in the Bolivia office, IT will have already set this up for you. If you are working out of another office, please speak to your department head (@#DepartmentHead).

You have been granted access to the following email groups:

@#EmailGroups_label

You should be able to login to the Atlassian cloud with your Google account below, at this url: https://processmaker.atlassian.net.

Please find below access and credentials, based on your role, position and department.

LDAP Access:

Username: @#LDAPUsername

Password: @#LDAPPassword

Important: It is extremely important that you change your password to a secure and complicated password. You may do so here: link.

Google Account:

Username: @#EmailWorkUsername

Password: @#EmailWorkPassword

You can login to your email account by going to https://gmail.com or https://inbox.google.com.

Important: It is extremely important that you change your password to a secure and complicated password.

VoIP (phone):

Phone Type: @#PhoneType

Username: @#VoIPExt

Password: @#VoIPPassword

Note: You will be receiving a seperate email with instructions on how to configure your phone.

ProcessMaker University:

Username: @#PMUniversityUsername

Password: @#PMUniversityPassword

You can login to the ProcessMaker University here: http://university.processmaker.com.

Employee Onboarding Process

Onboard Employee

Email to HR group email

HR Tasks

Email to IT group email

IT Tasks

Email to SE group email

SE Tasks

Email to Training group email

Training Tasks

Email to Accounting group email

Accounting Tasks

Email to Company

Email to New Employee