Onboarding Request

Service portal 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 managers 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

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

Field	Mandatory	Description
Urgency	N	The field shows the urgency level specified by the caller in the request. Possible values: Low Medium High Very high
Assignment group	Y	The field shows the group responsible for processing employment record book copy requests.
Assigned user	N	The field shows the user assigned to the request. You can specify another user or assign the request to yourself if you have the required role.
Caller	Y	The field shows the user who initiated the request.
Company	Y	The field shows the company at which the new hire will work.
Organizational unit	Y	Specify the organizational unit to which the new hire will belong. If the Company is specified, you can specify only the organization unit that belongs to the company.
Job title	Y	Specify the new hire's job title.
Manager	Y	The field shows the new hire's manager.
Date of employment	Y	The field shows the date of the first working day for the new hire.
Employment contract	N	The field shows the employment contract concluded with the new hire.
Position slot	N	The field shows that position slot to be occupied by the new hire.
Applicant	N	The field shows that applicant who will join the company as a new hire.
Last name	Y	The field shows the new hire's last name.
First name	Y	The field shows the new hire's first name.
Middle name	Y	The field shows the new hire's middle name.
Mobile phone	Y	The field shows the new hire's mobile phone number.
Email	Y	The field shows the new hire's email.
Date of birth	N	The field shows the new hire's date of birth.
Citizenship	N	The field shows the new hire's citizenship.
Description	N	The field shows additional information about the new hire or the request.
Followers list	N	The field shows the list of users who are subscribed to receiving notifications about this request.

Related lists

The section is available to users with the hrm_admin or admin role.

• HRM Subtasks – a list of subtasks included in the request.
• Approvals – a list of approval tickets with their states and the names of approvers.

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) → Recruitment → 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.

Control a request

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Agent interface users can process an onboarding request using the UI actions described in the table below:

UI action	Description	Roles required
Assign to me	Click to assign the request to yourself. The request enters the Assigned state, and the Assigned user field is completed with the name of the current user. The button appears on the forms of Approved requests assigned to a group.	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 appears on the request forms in all states except Closed.	assigned user hrm_manager
Postpone	Click to start working on the request later. The button appears on the forms of Assigned requests or those In progress.	assigned user hrm_manager
Start work	Click to start working on the request. The request enters the In progress state. The button appears on the forms of Assigned and Postponed requests.	assigned user hrm_manager who is a member of the assigned group
Request more info	Click to request additional information. The button appears on the forms of requests in the In progress state.	assigned user hrm_manager
Complete	Click to complete your work. The button appears on the forms of requests in the Information needed or In progress state. Fill in all the required fields in the modal window that opens. Available options for the Result field: Solved Not solved (Refused) Not solved (Dropped) If Result = Solved, upload the document by dragging your files or clicking Upload from your device.	assigned user hrm_manager
Delete	Click to delete the request The button appears in the burger menu on the forms of requests in any state.	hrm_admin