Onboarding Process

Article Overview

The following article describes how to use the Workflow Manager with an onboarding process.

Use Case

A company asked you to create an online employee onboarding process based on an old PDF form. The employee will use the process to fill out personal information. If the employee is married, the process will have to reach the spouse so they can also provide information before final submission. Links to the process will be sent via email. When the process is submitted the provided information will be integrated into the company's database and will be displayed on top of the original PDF form.

Specification Process

High-Level Questions:

Q: What is the name of the process?

A: Employee onboarding.

Q: What is the goal of the process? 

A: Provide a quick and user-friendly onboarding process for new employees.

Q: What information is being collected during the process? 

A: Personal information including ID pictures and signatures.

Q: What is the look and feel of the process? 

A: Using the company's brand and logo.

End-Users Questions:

Q: Who are the roles that will interact with the processes?

A: The employee and a spouse (optional).

Q: How do I communicate with the end-users?

A: Emails. Each end-user will be informed about the progress of the process.

Q: How do I implement compartmentalization between different end-users?

A: By creating two different Webflows - one for the employee and one for the spouse.

Q: Do I need to authenticate end-users?

A: By using a One-Time Password (OTP).

Q: What is the process flow between all end-users? Who starts the process and who finishes it?

A: The employee starts the process, if a spouse is relevant they will continue and finish. If a spouse is not relevant, the employee will start and finish the process.

Workflow Questions:

Q: Where is the process initiated from? A single initiation channel or multiple channels?

A: Via an employee portal.

Q: What happens to the collected data?

A: The data will be presented on top of the original PDF and integrated into the company's database. 

Q: Does my process split into different paths according to end-users and roles?

A: Yes. One path for an employee with a spouse and another for an employee without a spouse.

Q: When does my process end?

A: The process ends when the employee or the spouse (if relevant) submits it.

Visualizing, Mapping, and Configuring 

Create a new process and access the Workflow Manager. Visualize, map, and configure the process:

1. Drag and drop a Start building block and configure its properties.

Figure 1: Start - Direct Link

2. Drag and drop a Generate Webflow building block and configure its properties.
3. Connect the Start building block with the Generate Webflow building block. 

Figure 2: Generate Webflow

4. Drag and drop a Webflow Submission building block.
5. Connect the Generate Webflow building block with the Webflow Submission building block. 

Figure 3: Webflow Submission

6. Drag and drop a Condition building block.
7. Add a label - Spouse Info?
8. Connect the Webflow Submission building block to the Condition building block.
9. Drag and drop an Integration building block.
10. Connect the Condition building block to the Integration building block (False).
11. Drag and drop an End building block.
12. Connect the Integration building block to the End building block.
13. Drag and drop a Generate Webflow building block and configure it.
14. Connect the Condition building block to the Generate Webflow building block (True).

Figure 4: Condition

14. Drag and drop an Email building block.
15. Connect the Generate Webflow building block with the Email building block. 
16. Drag and drop a Webflow Submission building block and connect it to the Condition building block.
17. Connect the Email building block with the Webflow Submission building block. 

Figure 5: Condition Split

18. Drag and drop an Integration building block.
19. Connect the Webflow Submission building block to the Integration building block.
20. Drag and drop an Email building block.
21. Connect the Webflow Submission building block to the Email building block.
22. Connect the Integration building block to the End building block.
23. Connect the Email building block to the End building block.

Figure 6: End

Build the Process and Business Logic

(See Figure 7)

Click a Webflow Submission and use the Edit Webflow button to access the Webflow and build the physical structure of your process and the business logic. In addition, create required services, roles, and authentications.

Figure 7: Edit Webflow

Configure and Complete the Workflow

(See Figure 8)

Access the Workflow Manager and finish to configure the Workflow:

• Select the Integrations
• Write labels and comments
• Configure emails
• Set authentications

Figure 8: Complete Configuration