Onboarding Request

Service portal and agent interface users can submit an onboarding request. The request will be processed by the company's HR department. In their portal cabinet, the users can monitor the processing of their request and communicate with the employee assigned to it.

The information about all submitted onboarding requests is available in the agent interface and stored in the HRM Request (hrm_request) table.

tip

Roles required:

• Create – hrm_agent, hrm_supervisor, organizational unit heads of all levels and their delegates.
• Read:
  • users with access to the agent interface can view the request records they created,
  • users specified in the Approvers field on the request form can view this request record,
  • users specified in the Assigned to field on the subtask form can view the related request record,
  • users specified in the Approvers field on the subtask form can view the related request record,
  • hrm_agent.
• Update:
  • hrm_agent can edit the requests assigned to them or their groups except the requests in the Closed or Canceled state,
  • hrm_manager can edit all requests except the requests in the Closed or Canceled state.
• Delete – hrm_admin.

Create an onboarding request

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Create a request on the portal

Onboarding requests can be created by service portal users with access to the HR category of the Service Catalog. Read more in the Service Portal – Onboarding Request article.

Create a request in the agent interface

tip

We recommend creating onboarding requests in the agent interface if you employ new hires using Job Posts and Applicant Submissions.

The users with the hrm_agent role can create onboarding requests in the agent interface when the Applicant Submission task has entered the Onboarding stage.

To create an onboarding request, complete the following steps:

1. In the agent interface, navigate to Human Resource Management (HRM) → Recruitment → Applicant Submissions.
2. Process an applicant submission up to the Onboarding stage.
3. Click Hire and complete the fields of the modal window that opens.
4. (optional) Edit the request task list. To do so, select or clear the checkboxes next to the tasks that need to be completed to fulfill the request.
5. Click Accept, and the system will redirect you to the newly created onboarding request record.

Form fields of the Onboard new hire HRM request model

General tab

Field	Mandatory	Description
Urgency	N	Specify the urgency of the request. Available options: --None-- Low Medium High Very high
Assignment group	Y	The group responsible for processing employment record book copy requests.
Assigned user	N	The user assigned to the request. You can specify another user or assign the request to yourself if you have the required role.
Company	Y	The company at which the new hire will work.
Caller	Y	The user who initiated the request.
Position	Y	The position to be occupied by the new hire.
Position slot	Y	The position slot to be occupied by the new hire.
Job title	Y	The new hire's job title.
Organizational unit	Y	The new hire's organizational unit.
Manager	Y	The new hire's manager.
Date of employment	Y	The date of the first working day for the new hire.
Employment contract	Y/N	The employment contract concluded with the new hire. The field is available on the form if the Employee is specified. If the Employee field is cleared, the Employment contract field is cleared automatically. The field is mandatory if the request is closed with the Solved result.
Current job offer	N	Specify the job offer for which you are expecting a response from the applicant.
Employee	N	Specify the employee you want to hire.
Applicant	N	The applicant who will join the company as a new hire.
Last name	Y	The new hire's last name.
First name	Y	The new hire's first name.
Middle name	N	The new hire's middle name.
Mobile phone	Y	The new hire's mobile phone number.
Email	Y	The new hire's email.
Date of birth	N	The new hire's date of birth.
Citizenship	N	The new hire's citizenship.
Description	N	Additional information about the new hire or the request.
Followers list	N	The list of users who subscribed to receive notifications about this request.

Related Records tab

The Related Records tab is visible only to users with the hrm_admin or admin role. Use this tab to create a link to other service requests.

Related lists

• HRM Subtasks – a list of subtasks included in the request.
• Approvals – a list of approval tickets with their states and the names of approvers.
• Applicant Submission – the applicant submission task to which the onboarding request belongs
• Form Instances – a list of filled out form instances attached to the request.

Update or delete an onboarding request

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To update or delete an onboarding request, complete the following steps:

1. In the agent interface, navigate to Human Resource Management (HRM) → Onboarding and Dismissal → Onboarding Requests and open the required record.
2. • To update the record, edit the required fields and click Save or Save and exit.
   • To delete the record, open the burger menu and click Delete.

You can see the request history of changes in the Activity Feed widget.

Process a request

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Process a request using the UI actions described below.

UI action	Description	Roles required
Assign to me	Click to assign the request to yourself. The request state changes to Assigned, and the Assigned user field is completed with the name of the current user. The button is available on the forms of Approved requests assigned to a group and is located in the upper-right corner.	members of the assigned group hrm_manager
Reassign	Click to reassign the request to another group or user. Fill in all the required fields in the modal window that opens and click Reassign. The button is available on the request forms in all states except Closed and is located in the upper-right corner.	assigned user hrm_manager
Postpone	Click to start work on the request later. The button is available on the forms of Assigned requests or those In progress and is located in the upper-right corner.	assigned user hrm_manager
Start work	Click to start work on the request. The request state changes to In progress state. The button is available on the forms of Assigned and Postponed requests and is located in the upper-right corner.	assigned user hrm_manager who is a member of the assigned group
Request more info	Click to request additional information. The button is available on the forms of requests In progress and is located in the upper-right corner.	assigned user hrm_manager
Complete	Click to complete your work. The button is available on the forms of requests in the Information needed or In progress state. Fill in all the required fields in the Complete request modal window that opens. Available options for the Result field: Solved Not solved (Refused) Not solved (Dropped) If the result is Solved, the Employment contract field is completed automatically: if the employee has just one active contract, it will be selected, if the employee has several active contracts, the Full-time employment contract will be selected. In other cases, you can select the contract or create a new one. To create a new employment contract, click Create contract and fill in all the required fields in the Create employment contract modal window that opens. To confirm your action in the Create employment contract modal window, click Save. To confirm your action in the Complete request modal window, click Complete. Now you have completed the onboarding request.
Close	Click to close the request. The button is available on the forms of requests in the Completed state. Closing a request completed with a Not solved result returns the related position slot from the Reserved to the Available state.
Delete	Click to delete the request The button is available on the forms of requests in any state and is located in the burger menu .	hrm_admin