onboarding new staff workflow help
Asked by Andy T:

Hi,

I'm trying to find what is the best way for onboarding new staff. Currently, the HR specialist asks the hiring manager to fill out the onboarding form via the jira service management portal and once submitted the IT specialist creates the profile, assigns equipment etc.

The problem is that the hiring managers sometimes forget and the IT specialist doesn't get notified till late about the new hire.

I'm trying to find a workflow or a way for the HR specialist to kick off this process (maybe fill out a portion of the ticket) and then it gets routed to the hiring manager who fills in the rest and submit the ticket and then the IT specialist will take over and close the ticket.

I'm not quite sure how to do this. The form itself can't be submitted with many fields missing so not sure how the HR specialist can start it and hand it off to the Hiring manager. Also, how to alert the hiring manager to finish it on a certain date (maybe they receive reminders to do it etc).

Any ideas or hits to put me in the right direction is much appreciated.


Answers:
author: Prabhu Palanisamy _Onward_
body: HI [@Andy T](/t5/user/viewprofilepage/user-id/5531936) - You highlight the common challenge in HR Workflow automation. You will need to have multiple tasks (request types) chained together to execute tasks based on specific status or time based actions. Here is one way to accomplish:

* Use [HR Workflow and Request types](https://community.atlassian.com/t5/Jira-Service-Management-articles/Introducing-request-type-and-workflow-templates-in-Jira-Service/ba-p/2519375) templates and customize to your requirements. In your case, the parent task will contain high level information but it will create subtasks that require specific fields to complete the task.
* Use Jira automation to create sub tasks
* Custom Actions to set due dates and time based SLAs.

This is one of the primary reasons why we built [OnRamp](https://marketplace.atlassian.com/apps/1232053/onramp-employee-onboarding-and-offboarding?tab=overview&hosting=cloud). OnRamp automates task creation, user assignment and set due dates easily. Feel free to give a try.

Disclosure: I'm part of Onward who built OnRamp.

comments: author: Andy T
body: Thank you for the reply. Much appreciated. I will look into this and see hw it goes.


author: Andy T
body: So this is my thinking now but stuck on the next step

create a simple form for the HR specialist where they can enter the hiring manager infor and the new hire basic info.

When this is submitted, the current onboarding form gets created via automation.

Now, how can I have automation to put the hiring manager as the requester and fill out the new hire basic info via automation? The information is in the initial form and I want to map these values to the values of the current onboarding form.

Any help is appreciated


author: Andy T
body: Also, I don't see adding subtasks in the automation options at all.

my automation is

if issue is created and issue type is (i select the one from the drop down which includeds all my issue types for the project), then add action. I don't see tasks or subtast. I see create issue.

maybe I'm doing something wrong


author: Prabhu Palanisamy _Onward_
body: You can follow this video to auto create tasks using jira automation  
<https://www.youtube.com/watch?v=oshaBWkfsxY>


author: Andy T
body: Thanks. I have been reading and looking at videos but I can't seem to find tasks or subtasks options at all.

This is what I see and it is a bit different

![image.png](https://community.atlassian.com/t5/image/serverpage/image-id/341818i0A125271885AB5FB/image-size/large?v=v2&px=999 "image.png")

I don't see tasks or subtasks

I can create an issue which something I would like to do but then the reporter will need to be added automatically and not sure how to do that.


Tags: cloud

jira-service-management

jira-service-management-cloud