Configuration: Pre-Initialize Hire Workflow

Pre-Initialize Hire Workflow feature is available as of the May release

Once your Fiddletree Updater has ran successfully after the May release was made available, you will be able to configure and begin using this awesome feature.  This feature requires being on the portal version 1.25.4.386 or greater.

• Custom Onboarding Task
  • Fiddletree will add the new onboarding task "FTS Pre-Initialize Onboarding Workflow" to your Vista Web portal so it can be assigned to any Onboarding Profiles or new hires.
    • This task is Admin Only and allows an Onboarding Admin or Hiring Manager to select the HR Action Items they would like created and emailed to the assigned internal groups.  
    • The selected Action Items will be created once they select a Yes button after choosing the HR Action Items in the list.
    • This list of HR Action Items is controlled by the Admin > Manage Lookups > FTS HR Action Items lookup.
• HR Action Items
  • Fiddletree will add the following HR Action Item templates to your Vista Web portal so they can be selected by the Onboarding Admins on the FTS Post Hire Workflows onboarding task:
    • FTS - New Hire - Cell Phone
    • FTS - New Hire - Company Vehicle 
    • FTS - New Hire - Gas Card 
    • FTS - New Hire - Laptop
    • FTS - New Hire - Software Access
  • We understand that this is not the full list of HR Action Item templates you will need for these internal workflows, but we wanted to provide some templates as a place to start. 
    • You can modify the ones that are installed to add multiple items per template if that makes sense for your organization. 
    • If you need to create additional HR Action Items, we recommend using the Copy Template function to copy one of the FTS HR Action Items in order to copy the Employee Name Header field which is set to Admin only so only the HR Action Item admins can see that field. This option is only available in the database which is why the templates we provide must be modified or copied.
  • Once these are created, we will add the new hire's full name into the header notes field so they can be tracked even though the new hire is not an employee yet.
  • If you need help configuing HR Action Items, here is the link to the Trimble Help article:
    • https://help.viewpoint.com/en/viewpoint-hr-management-for-vista/viewpoint-hr-management-for-vista/hr-management-for-vista/action-items/configuration/configure-action-items
• Email Notifications
  • When the Onboarding Admin selects the HR Action Items they would like created for tasks that need to be completed on behalf of the new hire and then they select the Yes to confirm the creation of these tasks.  This is when The HR Action Items will be created and emailed to the assigned groups.
• Setting up the Pre-Initialize Workflow
  1. In Action Item Templates, we should first configure the Action Items to include the questions that you would like. You can create your own template by copying one of the existing FTS - New Hire templates, or you can modify one of the existing templates. This can be done by clicking into a template, expanding the Tasks bar at the bottom, and using the Add button to add additional questions. 
     
     
  2. We can then set up the Admin for each template. Action Items typically use both User Groups at the top of each template, but the Pre-Initialize Workflow only uses the Admin Group For Access. The person/people you would like to be completing this Action Item Template should be added to this group. 
     
     
  3. Once the templates are configured, navigate to the Hiring Process Builder. For the Onboarding Profiles you would like to use this feature with, check ON for the "FTS Pre-Initialize Workflow" custom task. This will include the task for Admins to complete during Onboarding. 
     
     
  4. You can then go through a test! Send a new Onboarding Invitation with the profile that has the Pre-Initialize Workflow. You can then click into this test new hire, expand the task bar, and click in to the blue Pre-Initialize Workflow task. Next, you can check the Action Item Templates you would like to assign, and then hit the Yes button. As soon as that button is clicked, you can navigate to Action Items to see that they were created and assigned to your various admins.