New joinee onboarding process

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Purpose

To know about the complete automation procedure of the new joinee onboarding process. When a new employee joins an organization, the basic things that an HR must do is to create login access for the employee(s), provide ID card, allocate a place, provide work computer, phone, configure system, enroll employees in the benefit plans, etc. Given below is the step by step procedure to achieve this through workflow. 

Workflow process

  • From your home page, go to Settings (gear icon) > Templates >  Record Template  > Add Template
  • Select Employee from the Form Name drop-down list
  • Provide Template Name as Welcome letter
  • Select Record Template as Template Type
  • Select the required fields from the available merge fields
  • Select System Fields from the drop down if you would like to insert fields like Company Logo, Company Name, Company First Address etc. as required
  • Click Save

You can Edit, Clone or Delete the template if required. Click here to know how

To send the Welcome Letter to the employee:

  • From your home page, go to Organization > Employee
  • Click on the desired employee name and the Employee form appears
  • Click on the ellipsis icon and click Download as PDF 
  • Select Welcome letter from the Select Template drop-down list
  • Select Portrait View or Landscape View
  • Click Download
  • Attach the file and send it to the new joiner

To configure checklist for the new joiner onboarding process:

  • Click Settings (Gear icon) > Automation > Checklists > Add Checklist
  • Provide Checklist name as New joinee
  • Select Employee from the Select form drop-down list
  • Click Save
  • ProvideAllocate workplace for employee in Specify task name
  • Provide Description if needed and provide Duration to complete the task
  • Click individual drop-down list to Assign owner for this task. You can choose from options like Teams, Roles, Form Field(The values listed in the Form Field are the lookup fields that were added while you created the form) etc. You can also directly add employee email ids here
  • Under Message, select Person performing this action from the drop-down list
  • Select the task owner from the To drop-down list
  • Enter 'Allocate workspace for new joiner'  as Subject
  • Provide required message and click Save
  • Click Add New Task and follow the same procedure as above to add all the tasks as listed below
    1. Enroll Benefit Plans for Employee(s):Assign this task to the Finance Department
    2. Conduct Induction Program for New Joinees: Assign this task to the HR Department
    3. Provide Laptop for New Employee(s): Assign this task to the System Admin Department
    4. Setup System Configuration: Assign this task to the System Admin Department
    5. Provide Phone to Employee(s): Assign this task to the Admin Department
    6. Create login access and provide ID Card: Assign this task to the HR Department.

Note: The task 'Provide Laptop for New Employees' is a parent task assigned to System Admin Department and the tasks Setup System Configuration and Provide Phone to Employees are the sub-tasks of this main task. System Admin Department should first provide laptops to new joiners and mark the status as completed. Once done, the task notification mail will be sent to the Admin Department for the corresponding sub-tasks. If there are five tasks in a check list, all the five tasks will get triggered automatically. Similarly, if there are 3 sub tasks for a particular task, the sub tasks will get triggered simultaneously after the completion of the parent task.

 TipTo re-order tasks and sub-tasks, you can drag the task/sub-task and drop them under the desired parent item.

To trigger the new joiner onboarding workflow process:

  • From your home page, go to Settings (gear icon) > Automation > Workflow> Add Workflow
  • Select the Employee form from the drop-down list for which the workflow is to be configured
  • Provide Workflow Name as New Joiner Workflow
  • Select the status checkbox for the rule to be Active and provide description
  • Select Execute based on Action
  • Select 'Create'
  • Under Action, go to Checklist, click on the folder icon to select the pre-defined checklists task - New joinee 
  • Click Save

Now the entire new joinee onboarding process is configured.

Training date and time reminder

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Purpose

To know about the in-depth automation process of reminding the employees of their training date and time. This help page gives you step by step procedure of setting a reminder to notify your employees until the end of a training programme. On reminding your employees until their training date and time. The same procedure applies for any reminder(Contract expiry date, Birthday, Visa expiry date etc.,) you wish to configure in automation. This particular scenario can be done using both date based action and time based action and two of these processes has been explained on this page. 

Workflow process

 Using Date Based Action.

  • From your home page, go to Settings (Gear icon) > Workflow under Automation > Add Workflow
  • Select Training in Form Name
  • Enter 'To Remind employees on their training date and time' as Workflow Name
  • Select the status checkbox for the rule to be Active and provide description
  • Choose Trigger Process as Execute based on Date
  • Select Start date in the Field Name drop-down list
  • In Date of Execution drop-down list, select Until
  • Select Before from the Start Date drop-down list and provide value five in the number of days box
  • Select On from the End Date drop-down list
  • Select 09.00 AM as Time of Execution
  • Under Actions click the folder icon to map a mail alert(Leadership training)
  • Click Save

Using Time Based Action.

  • From your home page, go to Settings (gear icon)> Workflow under Automation > Add Workflow
  • Select Training in the Form name. 
  • Provide Personality training as Workflow Name
  • Select the status checkbox for the rule to be Active and provide description
  • Choose Trigger Process as Execute based on Action
  • Select Create or Edit under Action
  • Click Add Time Based Action
  • Provide Personality training as Name and provide Execution Time as 5 Days Before Start Date
  • Click folder icon in Mail Alert and select the name of the mail alert
  • Click Save

Disable login for employees on long leave 

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Purpose

To automatically disable login for the long leave employees and enable login once they are back to work. For example, when the employee has taken one year leave due to health or maternity reasons etc., we can configure a workflow to disable their login during their leave period and automatically enable login once they back to work.

Workflow process

The first step is to configure a leave type called long leave.

Tip : Click here to know how to create a new leave type.

When an employee applies for leave under the 'Long leave' category, a workflow can be configured to change the status of the employee to 'Disabled'. The workflow should also include another condition to change the status to 'Active' from the day the leave ends.

Given below are steps to configure this workflow.

  • From your home page, go to Settings (gear icon) > Automation > Workflows > Add Workflow
  • Select the leave form under Form Name and give a name
  • Keep the status as Active and give a description if needed
  • Under Trigger Process, select Execute based on action and choose Create
  • Under Criteria, in the first field, select 'Leave Type', in the second one, select value as 'Contains' and in the third field, select the value as 'Long Leave'
  • Click + to add a new row
  • Once a new row has been added, select the 'And' option
  • In the following fields, select the value 'Leave Count' from Leave, select the value 'Greater than' in the second field and enter 365 in the last field

This way, we are creating a condition which says that the workflow will get triggered when these conditions are satisfied.

  • Under Action, select Time Based Action
  • Give a name
  • Under Execution time enter '0' in the first field, 'days' in the second field, select the value 'After' from the third field and the value 'From' in the last field

This means that the workflow will be triggered from the day the long leave starts . I.e the employee login status will be changed to inactive from the day on which the long leave starts.

  • Select Field update and click on the + icon to configure a new field update
  • Give a name for the new field update Eg- Disable login
  • Go to edit field and under Field to be update select Employee ID and from the drop down, select Employee Status
  • Under Select Field, select the status as Disabled
  • Click Save
  • Go back to the Workflow, and under Field Update, link the new field update that you have created to the workflow
  • Click Save

Now, the first part of the workflow is done. I.e - when an employee applies for leave under leave type 'Long leave', his/her status will be changed to login disabled from the day their leave starts.

The next part of the workflow configuration is to enable login for the employee when he/she joins work again.

  • Click on Add Time Based action
  • Give the name as Enable Login
  • Under Execution time, enter the value '1' in the first field, select 'day' in the second field and 'To' in the last field

Now, this part of the workflow will get triggered from the date on which the leave ends. I.e - the employee's login status will be changed to active again from the next day of the end of long leave of the employee.

  • Under Field update, click the + icon to add a Field update
  • Give the field update name as Enable Login
  • Go to Edit field, and under Field to be updated, select Employee ID and choose Employee Status from the drop down
  • Under Select field, select Active
  • Click Save
  • Go back to the workflow and link this field update to the workflow by clicking on the icon
  • Click Save

The workflow is configured now. As a result, when an employee applies for leave under the 'Long leave' category, his/her login will be disabled form the day their leave begins. The login status will again become active on the day after the long leave ends.

Team change update

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Purpose

The team update change automation process is a very useful scenario for any organization. All you need to do is a single time workflow configuration by following the steps explained in this help page. Using this process, whenever you update the department name in the team change form, department name in the respective employee form gets updated and a mail alert will be triggered. There is no need to manually go and update the employee form and send a mail alert every time whenever there is a team change.

Workflow process

  • Click Settings (gear icon)  > Workflow under Automation > Add Workflow
  • Select Team Change in Form Name. 
  • Provide When employee changes team as Workflow Name
  • Select the status checkbox for the rule to be Active and provide description
  • Choose Trigger Process as Execute based on Action and click Create
  • Click + icon to create a new mail alert
  • Provide the details and the template message. Learn more to create mail alert.
  • Click Save
  • Go to your workflow page and click Webhook list and click + icon to create a new webhook
  • Provide Update team change as Name
  • Provide https://people.zoho.com/people/api/forms/xml/employee/updateRecord in URL to Notify. 
  • Click Post in Method
  • Select Team Change in Form Name drop-down list
  • Under Parameters in Standard Format, Provide recordId as Parameter Name and select ID (Zoho ID) and Employee Details (Employee) as Parameter Value
  • Under Parameters in the User Defined Format, provide inputData in Parameter Name and ${Department_To.ID}${Reporting_To.ID} in Value Description and select Team Change from the drop-down list
  • Under Append Custom Parameters, provide authtoken as Parameter Value and 0d843f01bd2486e33a0cdd2aa6f4b425 in Parameter Value
  • Click Refresh URL and Save
  • Go to your workflow page and click folder icon in the mail alert
  • Select Team Change mail alert 
  • Select Update team change webhook 
  • Click Save

Automatic attendance update

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Purpose

To automatically update attendance entries for the employees who forgets their ID cards through our automation process. You can get the employees to add attendance entries in a custom form and through webhook the attendance details will be invoked and added to the system. This process would also be helpful when your employees work in a remote client location with disabled IP restrictions. 

Workflow process

  • Click Settings (gear icon) > Workflow under Automation > Add Workflow
  • Select Attendance Regular form in Form Name. Learn More about creating a new form.
  • Provide Attendance Regularization Form as Workflow Name
  • Select the status checkbox for the rule to be Active and provide description
  • Choose Trigger Process as Execute based on Action and click Create or Edit
  • Under Action click + icon in Webhook list to create a new webhook
  • Provide Push Attendance data as Name
  • Provide https://people.zoho.com/people/api/attendance in URL to Notify. Learn more about Attendance API.
  • Click Post in Method
  • Select Attendance Regular form in Form Name drop-down list
  • Under Parameters in Standard Format, Provide checkIn,checkOut ,and email Id as Parameter Name and select Intime, Out time, Email ID and Attendance Regular form as Parameter Value
  • Under Append Custom Parameters, provide authtoken and dateFormat as Parameter Name and authtoken value - Learn more to generate authentication token and dd/MM/yyyy HH:mm:ss as Parameter Value.
  • Click Refresh URL and Save
  • Go to your workflow page and clickfolder icon in Webhook list
  • Select Push Attendance data webhook 
  • Click Save.

Record Template Attachment

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Purpose

To automatically send salary slips to employees every month.

Workflow process

You can use workflow for an email to be sent every month with a copy of the salary slip. To set up this workflow, you need to have the salary slip template ready with you.

Given below are steps to get the template ready.

  • From your home page, go to Settings (gear icon) > Templates > Record Template > Add Template
  • Under Form Name, select Salary Slip form
  • Give a name for the Template
  • Under Template type, select Record Template
  • In the Message, use the merge fields and type the message.

Note: You can have a spread sheet included in the message to show details like salary break up.

  • Click Save

Once the Record template is ready, you can follow the steps given below to get the workflow configured to have the Salary slip emailed to employees when there is a value added to the Salary Slip form. 

  • From your home page, go to Settings (gear icon) > Automation > Workflow > Add Workflow
  • Select the Salary Slip form under Form name
  • Give a name for the workflow - Eg: Monthly Salary slip generation
  • Keep the status as active and give a description if needed
  • Under Trigger Process, select Create
  • Under Action, select Mail Alerts
  • Click the + icon to create a new Mail alert or choose from existing template. Follow the steps given below to create a new mail alert
  • Select the Salary Certificate form under Form Name
  • Give a name for the mail alert
  • Select From and other fields as required

Note: Under To, click the icon (image) go to Form Fields and select Employee ID. When you select the Emp ID, the email alert will be sent to the employees for whom there is a record added in the Salary Slip form.

  • Under Message, you can either Create a new template or Choose from existing template.
  • If you would like create a new template, type the message by inserting the fields from the Available merge fields.
  • Under Attachments, select the Template from the list of record templates that you have already created
  • Click Save

Once this workflow is configured, employees will receive an email alert whenever a record(or value) is added in the Salary Slip form.

Note: This is one scenario where Record Template attachment can be used. This option can be used to cater to various requirements like Address Change request, No objection certificate request etc.