Onboarding Module Configuration (For Administrators)

Onboarding Module Configuration (For Administrators)

Administrators can tailor the Onboarding module using the system's Form Editor tools. This involves customizing the 'Documents', 'New Starter', and linked 'Attachment' forms.

Configuring the 'Documents' Form (Document Library)

• Workflow Customization: Adjust the permissions for user roles at each workflow step (Draft, Issued for Use, Expired, Withdrawn).
• 'Document Type' Options: Manage the list of available document types that users can select (e.g., add "Safety Manual" or archive "Old Policy").
• Notifications: Customize the "Onboarding Document Expired" notification, which alerts the 'Document Owner' when a document's 'Expiry Date' is reached.
• Automated Expiry: The transition of documents from 'Issued for Use' to 'Expired' based on the 'Expiry Date' is a configurable behavior.

Configuring the 'New Starter' Form

• Workflow Management: Define access and edit rights for different user roles across workflow steps (Draft, Pending New Starter, Pending Review, Complete).
• Field Options & Visibility:
  • 'Details' Section: Configure the selectable options for fields like 'Sections to be completed' (e.g., add "IT Setup Request"), 'Qualifications to Provide' (e.g., add "First Aid Certificate"), and 'Occupation'.
  • Conditional Sections: Manage the rules that determine when specific sections (like 'Security Questions' or 'Drivers Licence') are shown to the new starter, based on selections made in the 'Details' section.
  • Linked Attachments: Control how fields that require file uploads (e.g., for Police Clearance or Tax Forms) link to the 'Attachment' form.
• Notifications: Adjust templates and triggers for notifications like "Onboarding Record Due for Review," "Onboarding Record Pending Review," and the "Thanks for your submission" message to new starters.
• Expiry-Driven Review: Configure the behavior where a 'Complete' New Starter record reverts to 'Pending Review' if a linked critical attachment (like a licence) expires.

Configuring the 'Attachment' Form (Used by New Starters)

• Workflow Steps: Manage the simple workflow (Draft, Active, Expired) for these attachment records.
• 'Attachment Type' Options: Define the list of types available when a new starter uploads a document (e.g., "Passport," "Visa," "Signed Contract").
• Conditional Fields: Configure which additional fields (like 'State of Issue', 'Licence Class', 'Licence Number') appear based on the selected 'Attachment Type'.
• Expiry Date Functionality: The 'Expiry Date' field on attachments is key for tracking validity and can trigger workflow changes in the parent 'New Starter' record.

General Administrative Considerations

• User Roles & Permissions: Ensure all user roles have appropriate permissions for interacting with the Onboarding module's forms and workflows.
• Organizational Hierarchy: Confirm the system's hierarchy is correctly set up, as the Onboarding module uses it for context.

For more detailed instructions on using the Form Editor, setting up notifications, or managing user roles, please refer to the general system administration documentation, including "Basic Form Editor Overview," "Understanding Notifications," and "Understanding Access Control."