Process Map

Initiate Offboarding

This can be done by any department head.

The following fields are used:

Field Name	Field Type	Data Type	Source	Mode	Validation
First Name	Text	String	User	Edit	Required
Last Name	Text	String	User	Edit	Required
Corporate Email	Text	String	User	Edit	Required, Valid Email
Department	Dropdown	String	ProcessMaker Departments	Edit	Required
Department Head	Text	String	Departments Table	Read-Only	Required
Position	Text	String	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.

Email Offboarding Group

An email is sent to an offboarding group to ensure that everyone is notified when a new offboarding is requested.

Subject:
New Employee Offboarding - @# FirstName @#LastName

Body:

Dear Group,

@#FirstName @#LastName has left ProcessMaker and we now need to revoke all access and ensure delivery of any company equipment.

Please login to ProcessMaker in order to complete your task.

ProcessMaker Automated Notification

Parallel Split

After the email to the offboarding group, the process splits in parallel and goes to IT, Sales Engineering and Accounting to disable access to the appropriate systems.

Deactivate IT Access

IT ensures that access has been disabled to all relevant systems. Below are the fields on the form.

Field Name	Field Type	Data Type	Source	Mode	Validation	Comments
First Name	Text	String	User	Edit	Required
Last Name	Text	String	User	Edit	Required
Corporate Email	Text	String	User	Edit	Required, Valid Email
Department	Dropdown	String	ProcessMaker Departments	Edit	Required
Department Head	Text	String	Departments Table	Read-Only	Required
Position	Text	String	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.
Equipment Returned	Checkbox	Boolean	User	Edit	Required
LDAP Disabled	Checkbox	Boolean	User	Edit	Required
VoIP Disabled	Checkbox	Boolean	User	Edit	Required
Google Disabled	Checkbox	Boolean	User	Edit	Required
Atlassian Disabled	Checkbox	Boolean	User	Edit	Required
Internal Documentation Updated	Checkbox	Boolean	User	Edit	Required
AWS Disabled	Checkbox	Boolean	User	Edit	Required	Access to console, key pairs etc

Deactivate Sales Engineering Access

Field Name	Field Type	Data Type	Source	Mode	Validation
First Name	Text	String	User	Edit	Required
Last Name	Text	String	User	Edit	Required
Corporate Email	Text	String	User	Edit	Required, Valid Email
Department	Dropdown	String	ProcessMaker Departments	Edit	Required
Department Head	Text	String	Departments Table	Read-Only	Required
Position	Text	String	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.
CRM Disabled	Checkbox	Boolean	User	Edit	Required
Demo Workspace Disabled	Checkbox	Boolean	User	Edit	Required
Time Tracking Disabled	Checkbox	Boolean	User	Edit	Required

Deactivate Payroll

Accounting then goes into the HR system and deactivates the payroll for the employee.

Field Name	Field Type	Data Type	Source	Mode	Validation
First Name	Text	String	User	Edit	Required
Last Name	Text	String	User	Edit	Required
Corporate Email	Text	String	User	Edit	Required, Valid Email
Department	Dropdown	String	ProcessMaker Departments	Edit	Required
Department Head	Text	String	Departments Table	Read-Only	Required
Position	Text	String	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.
Payroll Disabled	Checkbox	Boolean	User	Edit	Required

Email Offboarding group at end of process

At the end of the workflow, an email is sent to the offboarding group to inform everyone that the employee has been successfully offboarded

Subject:
Offboarding Complete - @#FirstName @#LastName