Automated processes for non-scoped HR

You can automate HR processes, such as onboarding a new employee, in the non-scoped version of HR. There are predefined processes that launch automated workflows. You can customize the predefined processes and create ones.

Predefined processes are available to fulfill the following requests, or HR catalog items.

  • Employee onboarding: HR managers can submit an HR onboarding request for a new employee.
  • Employee information change: HR managers submit requests to update HR profile information for an employee, such as when their name, position, or location changes. Employees can submit requests to change some profile fields, such as home address or personal email. The HR profile fields are changed automatically when a request is submitted.
  • Employee offboarding: HR managers can submit an HR offboarding request for an employee.

HR catalog items can be customized and integrated with a wider organization, for example to engage the IT team to configure a laptop for a new employee. Standard sets of tasks for HR processes are defined, and the system can be configured to automatically create and assign these tasks at the appropriate time.

Employee information can be passed to other departments automatically to start their processes. The HR team does not need to be aware of the specifics of these other processes. Departments such as IT or facilities retain control over their processes and inform the HR department when they are completed.

Here is how the predefined onboarding process works for a new employee named Allen:

  1. The HR manager for Allan submits an Employee onboarding request from the HR catalog or HR service portal. The following actions occur.
    • A new HR case is created with a category of Onboarding.
    • A new HR profile record is created to hold the personal information of Alan from the onboarding form. The HR team can add information to HR profile to store and track all the data Alan provides.
  2. An approval request is generated and assigned automatically to the user who can verify and approve the onboarding request.
  3. After approval is obtained, the user record for Alan is automatically created and linked to the HR profile. Standard HR tasks are automatically created for the HR team to fulfill, such as setting up payroll and benefits, and performing a background check.
  4. A workflow automatically generates requests to provide Allan with the correct IT hardware, software, and systems access based on department, location, and position.
  5. When all the tasks are complete, the HR department confirms that everything is ready for the first day and closes the case record.

The HR team can track the progress of the entire onboarding process.

Use events to launch HR processes

You can use events to launch workflow processes, typically when a new HR case is created. This process works as follows:

  1. When an HR case is created or modified, an HR fulfillment event occurs. For example, the hr_case.inserted event occurs when a new HR case is created.
  2. The event triggers script actions that execute scripts as required and launch workflows. For example, the IT employee onboarding action script action launches the Employee Onboarding IT Workflow.