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 onboarding requests is stored in the HRM Request (hrm_request) table.

tip

Roles required:

• Create on the portal – hrm_agent, hrm_supervisor; organizational unit heads of any level and their delegates,
• Edit in the agent interface – hrm_agent,
• Delete in the agent interface – hrm_admin.

Create onboarding requests on the portal

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Users with access to the HR category of the service catalog can add onboarding requests on the service portal. The requests are processed by the company's HR department. In the profile on the portal, the users can trace the progress in the processing of the created requests, and communicate with the employees assigned to their tickets.

To create an onboarding request, complete the following steps:

1. Navigate to Portal main page → Service catalog → HR.
2. Click Onboard new hire and fill in the form fields.
3. Click Send.

When the form is saved, the system redirects you to the confirmation page:

From this page, you can create another request. To do so, click New request.

To open your service request list, click Tickets.

Form fields on the portal

Field	Mandatory	Description
Company	Y	Specify 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	Specify the new hire's manager.
Date of employment	Y	Specify the date of the first working day for the new hire.
Last name	Y	Specify the new hire's last name.
First name	Y	Specify the new hire's first name.
Middle name	Y	Specify the new hire's middle name.
Mobile phone	Y	Specify the new hire's phone number.
Email	Y	Specify the new hire's email.
Date of birth	N	Specify the new hire's date of birth.
Citizenship	N	Specify the new hire's citizenship.
Description	N	Add the necessary information to onboard the new hire.
Task list	N	Select the checkboxes next to the tasks that need to be completed to fulfill your request.

Use the attachment window to upload files related to the record. To add your files, drag and drop them into the attachment window or click Upload from computer and add files via the file manager.

Create an onboarding request in the agent interface

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The users with the hrm_agent role can create onboarding requests in the agent interface when the Applicant Submission task moves into the Employment stage.

To create an onboarding request, complete the following steps:

1. Navigate to Human Resource Management (HRM) → Recruitment → Applicant Submissions.
2. Process an applicant submission up to the Employment stage.
3. Click Hire and complete the fields of the opened modal window.
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 record of the created onboarding request.

Update or delete an onboarding request

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You can update or delete an onboarding request in the agent interface.

To do so, complete the following steps:

1. 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.

Form fields in the agent interface

General

Field	Mandatory	Description
Urgency	N	Select an urgency level. Available options: Low Medium High Very high
Assignment group	Y/N	Specify a group responsible for the processing of onboarding requests. When the request is assigned to a group, the Assigned user becomes non-mandatory.
Assigned user	Y/N	Specify the name of an employee responsible for the processing of the request. When the request is assigned to an employee, the Assignment group becomes non-mandatory.
Caller's company	N	The company at which the caller works. The field is completed automatically from the onboarding request.
Caller	Y	The employee who sent the onboarding request or on whose behalf the request was sent. The field is completed automatically from the onboarding request.
New hire's company	Y	Specify the company at which the new hire will work. The field is completed automatically from the onboarding request.
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	Specify the new hire's manager.
Date of employment	Y	Specify the date of the first working day for the new hire.
Employment contract	N	Specify an employment contract concluded with the new hire who occupied the position slot.
Position slot	Y/N	Specify the position slot occupied by the new employee. The field is completed automatically if the job post has only one related position slot and is mandatory for changing the state to Completed or Closed.
Applicant	N	The field is completed automatically after creating the onboarding request if the applicant is registered in the system. If the applicant is not registered in the system, specify them manually. The field is available for editing for the user assigned to the request.
Last name	Y	Specify the new hire's last name.
First name	Y	Specify the new hire's first name.
Middle name	Y	Specify the new hire's middle name.
Mobile phone	Y	Specify the new hire's phone number.
Email	Y	Specify the new hire's email.
Date of birth	N	Specify the new hire's date of birth.
Citizenship	N	Specify the new hire's citizenship.
Description	N	Specify additional information about the new hire or the request.
Followers list	N	This field is populated automatically with a list of users who follow the request for tracking the updates.

Related Records

Field	Mandatory	Description
Model	N	Contains a reference to the request model based on which the request is created.
Level of dependency	N	Specify the level of dependency. Available options: --None-- – default value Parent Child
Child requests	Select the child requests of the current request.
Parent request	Select the parent request from which the current request originated.

Related lists

HRM Subtasks – contains a list of subtasks included in the request.

Control the request in the agent interface

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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

Tickets

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You can find the list of all your requests on the Tickets page. Visit the page any time to monitor the state of all your requests. To do this, go to Activities → Tickets in the header of the portal.