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Paperless On-Boarding App

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“Paper-less Employee Onboarding done right on Ribily, so that this does not happen @ your workplace ”

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Employee Onboarding Flow

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Creating ‘Employee On-Boarding’ App on Ribily

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Create Business Apps in 3 Steps

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Step 1 – Configure your Trigger

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Start building your ‘form’ – Add a ‘Control’

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Configure properties for your ‘Control’

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Adding more controls to your ‘Form’

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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 requireVisibility=False

Employee Designation Dropdown Visibility=FalseOptions: Executive

Sr ExecutiveLeadManagerVP

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Configure your form within minutes - ContinuedControl Name Control Type Properties

Employment Type Radiobox Visibility=FalseOptions: Full Time

ContractConsultantIntern

HR Assets Needed Checkbox Visibility=FalseOptions: Access Card

Name CardOffice Keys

IS Assets Needed Checkbox Visibility=FalseOptions: Laptop

Domain AccountDesktopEmail AccountMobile PhoneSetup 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

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Save your form and move to the next step

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Step 2 – Configure your ‘Flow’

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Build the flow for Employee Hiring

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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

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Configuring ‘Reporting Managers Confirmation’ Stage

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Assigning Task based on Form Value

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Configuring Actions for the Stage

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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

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Configuring personalized email for the user

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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’

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HR Asset Task

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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

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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

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Set up IS Task in Parallel

• Set up the IS Asset Task in parallel to the HR Asset Task

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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

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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

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Synchronizing Parallel Stages

• Configure Synchronize Action to ensure that the Flow does not move forward without the completion of both IS and HR actions

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Reporting Manager Task

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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

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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

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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

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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

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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

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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

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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

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Synchronizing Parallel Stages

• Configure Synchronize Action to ensure that the Flow ends only when both the Employee and the Mentor give there confirmation

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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

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The completed flow looks like this

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Step 3 – Publish the App

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Now start using PO Fulfilment App on Ribily

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