Automate your sales forecast process in Onboarding forms

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Employee onboarding can quickly become a nightmare,  if the process isn't laid out just right. There are   too many tasks to complete and too many people from different departments involved. But, you can   get rid of the complexity by designing a  workflow. Let's see how to create one right now. Hi, Matt Beran, Product Specialist at InvGate. With InvGate Service Desk, you can quickly build a help   desk for HR, and IT, and Facilities, and design an onboarding workflow to automate that process. And   the best part is that you don't need to create it from scratch, you can use our pre-built employee   onboarding workflow template. Before we get started, you can always grab a free trial of our software   at try.invgate.com and follow along. You'll also find a link in the description. Automating the onboarding   of new hires is a smart move to ensure your new employees have everything that they need on the   first day, stay in compliance with organizational and industry policies, and improve your employees   experience in the company. The basic steps of the process are already designed for you in   our template. Let's see what it looks like. To get there, we log in as an admin, go to "settings," and   click on "workflows." There are several workflows in here, but the template that we're looking for   is called employee onboarding. And you can see the process here. Now, anytime that you're working in   our workflow editor, you can double click on any one of these nodes to get into the details of   it, and if you need to add things you can always use the steps menu over here. So, for instance, I   might look at the form to begin the process and decide I don't want specific fields. Like maybe   I don't have an employment type, maybe we have no part-time employees. I can take that off the   template by just simply deleting it. If we don't require a birth certificate, I can remove that,   and I can change some of these other  terms. If I don't like the term line   manager, I can change that, I can add  additional fields. Maybe I need to   add in a specific dropdown. For that  I'll choose a list, and we'll call it location. In this list drop down,  we're just going to have a few   locations, first our Minneapolis  office, then our Buenos Aires office,   and we'll add our Mexico City office. Great, now when people are filling out the form, they're   going to need to select one of those locations. We're going to go back to the flow now, and   we're going to inspect the rest of these steps here to make sure that they're set up right. HR approval, looks like it's good. The only thing I'm going to turn off is this expiration, because we   give them more than two days, and we're not actually going to track the SLA, so we can stop pausing it.   Now I'm going to look at the HR tasks.  Yeah, I see we're missing the I9 form, so I'm   going to add that here. I'll just add in a  new task to collect the new employees I9 form. Perfect, I'll go back to the workflow. We're going to check out these IT tasks, just   to make sure that this is correct. Oh actually, this is IT information, I should say. So, custom   email, any username, specific requests that they have, and equipment to be assigned. I'm   just going to pull up this configuration  item, and just see what we're doing for equipment. That looks good. Now I'm going to check out this Azure AD account. This   is doing a web service call, so this is an  API that's pushing correct information to   our Active Directory, and this all looks good.  It's got our name, nickname, surname, given name,   account enabled, password, force change password. Good stuff. Looks like that's pretty pre-built.   And then we go to the IT tasks, and it looks like we're just missing one task here, to pull   new laptop from inventory, and we're just going to move that up to the top. And, something   that I do here specifically is that not all  these tasks are required, so I'm just going   to add this optional toggle, and I'm going to add in some due dates here. I want the laptop   to be pulled from inventory, within one day of this request being made, and then all of   the agent software and bit locker all needs to be done within 2 days. So that gives us 48   hours from the form being submitted. And then delivering the equipment to the user, we only   get a 5-day notice, so I'm going to make sure that that happens within 4 days, and this looks good. Next we've got an approval to confirm the equipment. So this goes to their line   manager, and tells them specifically which machine we've given them. Kind of a nice little feature, but it's not something that we require in our organization, so I'm just going to delete that   one. And then we're going to choose which path remains active, of course accepted is the one   that we want, because it's the happy path. And we're just going to make sure that this asset gets   assigned properly, so this is a task to assign the owner status and location to that specific   asset. And then I'm just going to check out this email to the line manager real quick, onboarding   process. I'm just going to change some verbiage here. "We're glad, happy to inform you that so and   so's onboarding process process is complete, thank you so much." I can double check these variables by   just double clicking on them, first name last name. This is going to the line manager, first name, and   last name. Good stuff, nothing to attach. The last thing I need to do is, since I deleted one step, I   just need to make sure that all of my flows are correct. It looks like they are, I don't see any   errors, and it's already saved. At this point, I can go through and deploy my changes. So, to   do this, I just click on the deploy button here, and it's going to just give me a quick warning   to make sure that I want to actually do this, because it is going to save this workflow uh forever, and   apply to any new hires that are happening. And, this workflow hasn't been assigned to a category yet,   so this is something that I can go under and assign it to my employee onboarding request.   And once it's assigned, I click on "assign now." And now anyone that uses that employee onboarding   request will get this form and go through this workflow. And this is just one aspect   of InvGate Service Desk that's designed to make automation easy for everyone. For more on this   topic, subscribe to our YouTube channel, or discover our solutions by signing up for a trial at try.invgate.com I hope you enjoyed this video and I hope to see you again soon.