Use this scenario to understand how to create an employee onboarding process in the process editor. This employee onboarding process workflow illustrates how organizations can leverage automations such as bots and forms and integrate them into a process to optimize and improve overall HR efficiency.

About this scenario

TechStark Inc. is a rapidly growing technology company that hires new employees across various departments. Although they have developed several automations that help streamline the onboarding journey by eliminating manual, repetitive tasks, they are seeking a framework that further enhances this process. They want a solution that not only automates different tasks but also provides an intuitive interface for designing and visualizing the entire onboarding process.

In this context, TechStark Inc. aims to create a unified process using a new process editor that can effectively manage complex conditional logic and ensure smooth transitions between different task types. This scenario outlines the complete employee onboarding workflow, from candidate entry to IT provisioning and welcome communication. The automation involves multiple interconnected bots and forms to ensure accuracy, efficiency, and seamless handoffs throughout the process.

Employee onboarding workflow overview

Here is a flow diagram that illustrates the steps TechStark Inc. wants to automate to manage the entire onboarding process from start to finish.

Employee onboarding workflow

  1. Administrative setup: Automate the distribution and collection of HR paperwork (For example, contracts, tax forms) and enter the candidate details in the HR platform.
  2. Centralized candidate profile creation: Integrate the HR platform with recruitment tools and, after validating candidate information, automatically transfer candidate details upon hire.
  3. IT setup: Automated account provisioning for the candidate to automatically create an email account, assign system logins, and access credentials. Additionally, automate IT ticket creation for hardware setup.
  4. Welcome communication: Use an email automation tool to send dynamic, personalized welcome emails that include details about the Day 1 schedule, a link to company resources, and an FAQ for new hires. Additionally, send an email to the reporting manager and the assigned buddy.

Automated employee onboarding process

Let's understand how the new process editor can automate the onboarding workflow, welcoming new hires and helping them become productive quickly and efficiently. This is how the process works for a new software engineer, Paul Johnson:
  1. Start the process with the candidate entry form
    HR creates a form and enters the required candidate details, such as Paul's Candidate ID (For example, SE_12345), and initiates TechStark’s onboarding process using the candidate details form.
    • Form: #1_Entry_Candidate_Form
    • Input: Candidate_ID (Number0)
  2. Bot to retrieve candidate details from JobVite
    The onboarding bot (#2_Jobvite_Bot) uses Paul’s Candidate_ID to retrieve his details from TechStark’s JobVite system.
    • Bot: #2_Jobvite_Bot
    • Input: Candidate_ID
    • Output:Retrieves the following candidate data
      • First name: Paul
      • Last name: Johnson
      • Personal email: paul.j@example.com
      • Manager email: maria.smith@techstark.com
      • Location: San Francisco
      • Department: Engineering
      • Job title: Software engineer
  3. Candidate ID correction (if needed)
    The HR can use the conditions to check if candidate exists in JobVite. Use If, Else conditions:
    • If found → proceed
    • Else → prompt for correction of Candidate_ID and re-fetch the details from JobVite.
  4. Confirm employee details
    Paul’s details are displayed in a confirmation form (#3_Employee_Details_R_Form). HR reviews and confirms the information or updates any discrepancies.
    • Form: #3_Employee_Details_R_Form
    • Input
      • First name
      • Last name
      • Personal email
      • Manager email
      • Location
      • Department
      • Job title
  5. Modify employee details (if needed)

    If changes are required, HR can edit the details in an editable form (#3_Employee_Details_W_Form) and submit the corrections and re-fetch details from JobVite.

    • Form: #3_Employee_Details_W_Form
    • Input: Same as above, but editable.
  6. Create employee record in Workday

    The validated data is sent to TechStark’s Workday system through the Workday bot (#4_Workday_Bot), which creates Paul’s employee record and generates an Employee ID, for example, TN-56789

    • Bot: #4_Workday_Bot
    • Input
      • First name
      • Last name
      • Personal email
      • Manager email
      • Location
      • Department
      • Job title
    • Output: Employee ID
  7. IT onboarding and provisioning

    The IT provisioning bot (Application_Provisioning_Process) uses Paul’s details and Employee ID to set up his corporate laptop, email account, access to internal systems, and software tools.

    • Process: Application_Provisioning_Process
    • Input
      • First name
      • Last name
      • Personal email
      • Manager email
      • Location
      • Department
      • Job title
  8. Send a welcome email

    Paul receives a welcome email (#5_Welcome_Email) at his new TechNova email address (paul@techstark.com). This email contains useful onboarding information and includes contacts for his manager and assigned buddy.

    • Bot: #5_Welcome_Email
    • Input: Employee_Email (constructed as FirstName.LastName@company.com)
  9. Process exit

    The onboarding process ends with a Success status, indicating Paul is fully onboarded.

    • Status: Success or Canceled

This is how the employee onboarding process is created in the process editor. To organize activities into separate categories or responsibilities, you can add Swimlanes to the Employee onboarding process. Additionally, you can use the design tools available at the bottom of the editor to help you navigate through this process more efficiently without losing focus. For more information on the designing tool, see Process editor.

Displaying the employee onboarding process developed in the process editor

Summary and benefits

By automating these steps in the new process composer, TechStark Inc. saves time, reduces errors, and ensures every new hire, like Paul, experiences a smooth and welcoming start. Review some additional benefits:
  • Integrating various automations such as bots, forms, and process can expedite information gathering and approval processes, significantly reducing the time it takes for new hires to get settled.
  • Automation minimizes the risk of human error in data entry and processing, leading to improved accuracy and reliability of employee information.
  • Integrated systems enable better tracking and management of documents and user data, contributing to greater organizational efficiency and compliance.
  • Automated checkpoints within the process provide defined roles and responsibilities, making it easier to track progress and identify areas that require attention.
  • Overall, integrating bots, forms, and processes in onboarding not only streamlines operations but also enhances the experience for both HR teams and new employees.