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., It could be an easy process for one or two employees but not in the case of more than ten employees. You cannot email or call each individual or department member to get this done every single time. You can eliminate this tiresome process using automation. This page explains the process in detail and the entire process will not take more than fifteen minutes.

Workflow process

  1. Click Setup (gear icon) > Record Template under Templates > Add Template
  2. Select Employee from the Form Name drop-down list
  3. Provide Template Name as Welcome letter
  4. Select Record Template as Template Type
  5. Select System Fields from Available Merge Fields
  6. Select Company Logo, Company Name, Company First Address, Company City, Company State, Company Country, Company Zipcode, Company Website, Company Contact Person and CompanyContact Number from the Select Field drop-down list one by one and click Insert
  7. Click Save
  8. You can Edit, Clone or Delete the template if required
  9. Click Organization > Employee
  10. Click on the employee form and the form page appears
  11. Click on the ellipsis icon and click Download as PDF 
  12. Select Welcome letter from the Select Template drop-down list
  13. Select Portrait View or Landscape View
  14. Click Download
  15. Attach the file and send it to the new joiner
  16. To configure checklist for the new joiner onboarding process: click Setup (Gear icon) > AutomationChecklists > Add Checklist
  17. Provide Checklist name as New joinee
  18. Select Employee from the Select form drop-down list
  19. Click Save
  20. Provide Allocate workplace for employee in Specify task name
  21. Provide Description if needed and provide Duration to complete the task
  22. Click Select individual drop-down list to Assign owner for this task. Select team, Select role, Select form field(The values listed in the Form Field are the lookup fields that were added while you created the form) if required
  23. Under Message, select Person performing this action from the drop-down list
  24. Select the task owner from the To drop-down list
  25. Provide Allocate workspace for new joiner as Subject
  26. Provide required message and click Save
  27. Click Add New Task and follow the same procedure as above to add all the tasks as listed below
  28. Enroll Benefit Plans for Employee(s):Assign this task to the Finance Department, Conduct Induction Program for New Joinees: Assign this task to the HR Department, Provide Laptop for New Employee(s): Assign this task to the System Admin Department, Setup System Configuration: Assign this task to the IT Department and Create login access and provide ID Card: Assign this task to the HR Department.
  29. 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 its sub-tasks. 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 IT Department and System Admin Department for the corresponding sub-tasks.Just drag a task and move it under any parent task to create sub-tasks. To reorder the tasks, just drag and drop the tasks in the order that you want.
  30. To trigger the new joiner onboarding workflow process: click Setup (gear icon) > Automation > Workflow> Add Workflow
  31. Select the Employee form from the drop-down list for which the workflow is to be configured
  32. Provide Workflow Name as New Joiner Workflow
  33. Select the status checkbox for the rule to be Active and provide description
  34. Select Execute based on Action
  35. For Mail Alert, click + icon to create a new mail alert. (If you have already created a mail alert, click the folder icon, click the respective mail alert and click Associate)
  36. For Checklist, click on the folder icon to select the pre-defined checklists task - New joinee and click Associate
  37. Click Save
  38. Now the entire new joinee onboarding process is configured. Below are the output images.

Training date and time reminder

Table of Contents

Purpose

To know about the in-depth automation process of reminding the employees of their training date and time. This help page gives you a detailed explanation with screenshots provided for every step 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

Reminding your employees until their leadership training date and time using Date Based Action.

  1. Click Setup (Gear icon) > Workflow under Automation > Add Workflow
  2. Select Training in Form Name
  3. Provide Reminding employees on their training date and time as Workflow Name
  4. Select the status checkbox for the rule to be Active and provide description
  5. Choose Trigger Process as Execute based on Date
  6. Select Start date in the Field Name drop-down list
  7. In Date of Execution drop-down list, select Until
  8. Select Before from the Start Date drop-down list and provide value five in the number of days box
  9. Select On from the End Date drop-down list
  10. Select 09.00 AM as Time of Execution
  11. Under Actions click the folder icon to map a mail alert(Leadership training) and click Associate
  12. Click Save
  13. Once you click save, the above page appears where you can edit/delete the workflow details. Under Trigger Process, the execution message appears (Execution of workflow from 5 Day(s) before till Start date at 09:00 AM) to check all the given details.

Reminding your employees on their personality development training date and time using Time Based Action.

  1. Click Setup (gear icon)> Workflow under Automation > Add Workflow
  2. Select Training in the Form name
  3. Provide Personality training as Workflow Name
  4. Select the status checkbox for the rule to be Active and provide description
  5. Choose Trigger Process as Execute based on Action
  6. Select Create or Edit under Action
  7. Click Add Time Based Action
  8. Provide Personality training as Name and provide Execution Time as 5 Days Before Start Date
  9. Click folder icon in Mail Alert and select the name of the mail alert and click Associate. Learn more about creating a new mail alert.
  10. Click Save

Login disable for long leave employees

Table of Contents

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

  1. Click Setup (gear icon) > Field Update under Automation > Add Field Update
  2. Select Long leave form from Form Name
  3. Provide Field Update Name as Login disable for long leave employees and Description if needed
  4. Select Employee status { Employee_ID } from the first drop-down list of Edit Field
  5. Click Provide Value and enter Long leave
  6. Click Save
  7. Click Add Field Update and select Long leave form from Form Name
  8. Provide Field Update Name as Login enable for long leave employees and Description if needed
  9. Select Employee status { Employee_ID } from the first drop-down list of Edit Field
  10. Click Provide Value and enter Active
  11. Click Save
  12. Click Automation > Workflow > Add Workflow
  13. Select Long leave form from Form Name
  14. Provide Workflow Name as Login disable and enable for long leave employees and Description if needed
  15. Select Execute based on action and click Create or Edit
  16. Under Trigger Process click the folder icon in Field update list
  17. Select Login disable for long leave employees and click Associate
  18. Click Save
  19. Click Add Time Based Action
  20. Provide Login enable for long leave employees as Name and ExecutionTime as 6 Months after Rule Trigger Date
  21. Click +icon in mail alert and create a new mail alert for long leave
  22. Go to workflow page and click folder icon to associate Long leave mail alert
  23. Click folder icon in Field Update, select Login enable for long leave employees and click Associate
  24. Click Save

Team change update

Table of Contents

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

  1. Click Setup (gear icon)  > Workflow under Automation > Add Workflow
  2. Select Team Change in Form Name
  3. Provide When employee changes team as Workflow Name
  4. Select the status checkbox for the rule to be Active and provide description
  5. Choose Trigger Process as Execute based on Action and click Create
  6. Click + icon to create a new mail alert
  7. Provide the details and the template message. Learn more to create mail alert.
  8. Click Save
  9. Go to your workflow page and click Webhook list and click + icon to create a new webhook
  10. Provide Update team change as Name
  11. Provide https://people.zoho.com/people/api/forms/xml/employee/updateRecord in URL to Notify. 
  12. Click Post in Method
  13. Select Team Change in Form Name drop-down list
  14. Under Parameters in Standard Format, Provide recordId as Parameter Name and select ID (Zoho ID) and Employee Details (Employee) as Parameter Value
  15. 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
  16. Under Append Custom Parameters, provide authtoken as Parameter Value and 0d843f01bd2486e33a0cdd2aa6f4b425 in Parameter Value
  17. Click Refresh URL and Save
  18. Go to your workflow page and click folder icon in the mail alert
  19. Select Team Change mail alert and click Associate
  20. Select Update team change webhook and click Associate
  21. Click Save

Automatic attendance update

Table of Contents

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

  1. Click Setup (gear icon) > Workflow under Automation > Add Workflow
  2. Select Attendance Regular form in Form Name. Learn More about creating a new form.
  3. Provide Attendance Regularization Form as Workflow Name
  4. Select the status checkbox for the rule to be Active and provide description
  5. Choose Trigger Process as Execute based on Action and click Create or Edit
  6. Under Action click + icon in Webhook list to create a new webhook
  7. Provide Push Attendance data as Name
  8. Provide https://people.zoho.com/people/api/attendance in URL to Notify. Learn more about Attendance API.
  9. Click Post in Method
  10. Select Attendance Regular form in Form Name drop-down list
  11. 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
  12. 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.
  13. Click Refresh URL and Save
  14. Go to your workflow page and click folder icon in Webhook list
  15. Select Push Attendance data webhook and click Associate
  16. Click Save.

Travel approval (Related field criteria)

Table of Contents

Purpose

The related field criteria are the one which helps to relate one form to an another form through lookup field. For example, if the travel request form and the employee form are related to each other through an employee id lookup field in the travel request form, all the fields in the employee form will be listed and matched in the travel request form criteria. To automatically want to update your employees to be qualified for travel only after a specific period of time with respect to their date of joining, you can follow the steps listed below.

Workflow process

  1. Click Setup (Gear icon) > Approval > Add Approval
  2. Select Travel Request in Form Name. Learn More about creating a new form
  3. Provide Related field travel request as Name of the Approval
  4. Click Set Criteria and select Date of Joining {Work}(Under Employee ID (Employee)), Before from the drop-down list and provide 365 in the Days
  5. Click Configure Approver
  6. You can either manually configure approvers to approve/reject the form or enable the system to auto approve/auto reject the form based on your requirement
  7. To add multi-level approvers, click the add (+) icon and select the Approver type. Approver types are as follows: Reporting To (up to 5 levels), Department Lead of Login User, Approver based on Role, Department Head, Department Members, Employee and Allow employees to choose the approver when adding a record
  8. Click Enable follow-up option for this approval, if you want a follow-up e-mail either One-time or Repeat after the number of days from the approval trigger date
  9. Click Configure email template
  10. Click Save