Paperless On-Boarding on Ribily
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Paperless On-Boarding on Ribily is the 3rd App built in the build fast series. It automates the process of getting stuff ready for the new Employee before his/her joining date.
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Paperless On-Boarding on Ribily
- 2. www.ribily.com “Paper-less Employee Onboarding done right on Ribily, so that this does not happen @ your workplace ”
- 4. www.ribily.com Creating ‘Employee On-Boarding’ App on Ribily
- 5. www.ribily.com Create Business Apps in 3 Steps
- 6. www.ribily.com Step 1 – Configure your Trigger
- 7. www.ribily.com Start building your ‘form’ – Add a ‘Control’
- 8. www.ribily.com Configure properties for your ‘Control’
- 9. www.ribily.com Adding more controls to your ‘Form’
- 10. www.ribily.com Configure your form within minutes • Add these controls to the form after adding ‘New Employee’s Name’. Control Name Control Type Properties Joining Date Date Mandatory Employee Contact Number Text Box Mandatory HR Comments Text Box Visibility=True; Multiline, number of lines =4 Reporting Managers Email ID Text Box Mandatory Label Label Text: Please Mark the kind of assets the new employee would require Visibility=False Employee Designation Dropdown Visibility=False Options: Executive Sr Executive Lead Manager VP
- 11. www.ribily.com Configure your form within minutes - Continued Control Name Control Type Properties Employment Type Radiobox Visibility=False Options: Full Time Contract Consultant Intern HR Assets Needed Checkbox Visibility=False Options: Access Card Name Card Office Keys IS Assets Needed Checkbox Visibility=False Options: Laptop Domain Account Desktop Email Account Mobile Phone Setup Ribily Account HR Team Comments Text Box Visibility=False; Multiline, number of lines =4 IS Team Comments Text Box Visibility=False; Multiline, number of lines =4 Email ID of the Employee Text Box Visibility=False Email ID of the Mentor Text Box Visibility=False Reporting Manager Comments Text Box Visibility=False; Multiline, number of lines =4
- 12. www.ribily.com Save your form and move to the next step
- 13. www.ribily.com Step 2 – Configure your ‘Flow’
- 14. www.ribily.com Build the flow for Employee Hiring
- 15. www.ribily.com Add as many stages to your flow as you like • Hover the mouse on top of the start icon to show actions • Hover the mouse on top of the square and drag and drop to configure your first stage ‘Reporting Managers Confirmation’ in the workflow • Click on the properties icon to configure ‘Reporting Managers Confirmation’ Stage
- 16. www.ribily.com Configuring ‘Reporting Managers Confirmation’ Stage
- 17. www.ribily.com Assigning Task based on Form Value
- 18. www.ribily.com Configuring Actions for the Stage
- 19. www.ribily.com Configuring Control Visibility • Ensure that the following settings are made for the ‘Reporting Managers Confirmation’ Stage. • All Fields Visible except • HR Team Comments • IS Team Comments • Reporting Manager Comments • All Fields Disables except • Employee Designation • Employee Type • HR Assets Needed • IS Assets Needed
- 20. www.ribily.com Configuring personalized email for the user
- 21. www.ribily.com Set up Stage Transitions • Add another square shape. This one will be to assign Task to the HR Team to set up assets for the new employee. • Click on the icon on the connecting line and select ‘Submit’
- 23. www.ribily.com Configuring HR Asset Task • Assign to a User responsible for the HR activities • All Fields Visible except • IS Assets Needed • IS Team Comments • Reporting Manager Comments • All Fields Disabled except • HR Team Comments
- 24. www.ribily.com Personalized Email to HR • In the Subject : Set Assets for <%JSON.EmployeeOnboarding.NewEmployeeName%> • In the Body Hi, Set assets for <%JSON.EmployeeOnboarding.NewEmployeeName%> on or before <%JSON.EmployeeOnboarding.JoiningDate%>. Regards, Ribily
- 25. www.ribily.com Set up IS Task in Parallel • Set up the IS Asset Task in parallel to the HR Asset Task
- 26. www.ribily.com Configuring IS Asset Task • Assign to a User responsible for the IS activities • All Fields Visible except • HR Assets Needed • HR Team Comments • Reporting Manager Comments • All Fields Disabled except • IS Team Comments
- 27. www.ribily.com Personalized Email to IS Executive • In the Subject : Set Assets for <%JSON.EmployeeOnboarding.NewEmployeeName%> • In the Body Hi, Set assets for <%JSON.EmployeeOnboarding.NewEmployeeName%> on or before <%JSON.EmployeeOnboarding.JoiningDate%>. Regards, Ribily
- 28. www.ribily.com Synchronizing Parallel Stages • Configure Synchronize Action to ensure that the Flow does not move forward without the completion of both IS and HR actions
- 30. www.ribily.com Configuring Reporting Manager Task • Assign to a Reporting Manager based on Email ID as shown earlier • All Fields Visible except • All Fields Disabled except • Reporting Manager Comments • Email ID of the Mentor
- 31. www.ribily.com Personalized Email for Reporting Manager • In the Subject: Ensure that everything is ready for <%JSON.EmployeeOnboarding.NewEmployeeName%> • In the Body: Hi, As discussed, your interview is scheduled on <%JSON.EmployeeHiringApp.InterviewDate%>. All the best and looking forward working with you. Regards, Ribily
- 32. www.ribily.com Set up IS Task in Parallel • Set up the Employee Welcome Task in parallel to the Task to the Mentor to set up the Mentor Mentee Task
- 33. www.ribily.com Configuring Employee Task • Assign to the new employee. Use the form filled value = Email ID of the Employee that IS filled in • All Fields Visible • All Fields Disabled
- 34. www.ribily.com Onboarding Email to the new Employee • In the Subject : Welcome Aboard <%JSON.EmployeeOnboarding.NewEmployeeName%> • In the Body Hi <%JSON.EmployeeOnboarding.NewEmployeeName%>, Welcome Aboard! Hope you enjoy working here. Your reporting manager has assigned you a mentor for the first month. You can reach him on <%JSON.EmployeeOnboarding.MentorEmailID%>. Please click on Done on the form once the mentorship program is done. Regards, Ribily
- 35. www.ribily.com Configuring Mentor Task • Assign to the Mentor. Use the form filled value = Email ID of the Mentor that Reporting Manager filled in • All Fields Visible • All Fields Disabled
- 36. www.ribily.com Onboarding Email to the Mentor • In the Subject : You are the Mentor for <%JSON.EmployeeOnboarding.NewEmployeeName%> • In the Body Hi You have been nominated as the mentor to <%JSON.EmployeeOnboarding.NewEmployeeName%> for a month. Regards, Ribily
- 37. www.ribily.com Synchronizing Parallel Stages • Configure Synchronize Action to ensure that the Flow ends only when both the Employee and the Mentor give there confirmation
- 38. www.ribily.com Update to HR and Reporting Manager • Use Information Action • Assign to a Reporting Manager based on Email ID as shown earlier and HR based on ‘Assign to Submitter’ • Email Content • Subject: Mentorship program complete for <%JSON.EmployeeOnboarding.NewEmployeeName%> • Body: Hi, Mentorship progam for <%JSON.EmployeeOnboarding.NewEmployeeName%> has been completed. Regards, Ribily
- 39. www.ribily.com The completed flow looks like this
- 40. www.ribily.com Step 3 – Publish the App
- 41. www.ribily.com Now start using PO Fulfilment App on Ribily