October 3rd 2024, Release Note: WFM UK | UK HR: Configure a Template for Onboarding

Summary

Release date: October 3rd 2024

• Available by default? - Yes, if Onboarding menu option is enabled
• Set up by customer admin? - No
• Enable via support ticket? - If the Onboarding menu option is not enabled then yes, or by contacting your Fourth Contact
• Affects configuration or data? - No

What's Changing?

A new page has been added that allows users to manage which DocuSign templates are configured for use by the Onboarding application.

Reason for the Change

This feature introduces enhancements to the E-Sign template management within the HR module to support the Onboarding product effectively. Configuring a template for Onboarding will allow the necessary calls to DocuSign to be made, presenting candidates with the exact template (or contract for example) for their role, removing the conflict of any E-Sign template created in HR that may have the same job titles or locations assigned.

Customers Affected

All customers using the HR module and 'Onboarding' application.

More information on creating templates in DocuSign can be found here.

Release Note Info/Steps

• User Access to Onboarding Template Configuration
• Creating an Onboarding Template Configuration
• Creating an Assigned DocuSign template record, within the Onboarding Template Configuration
• Validation of Onboarding Template Configurations

User Access to Onboarding Template Configuration

To assign the necessary access to a user or users:

• Go to HR > Users > Assign User Access > find and select the Employee and then select User Profile (top right corner)
• Under the 'Administration' section, enable (or disable) Onboarding Template Configuration

Fig.1 - Onboarding Template Configuration User Access Permission

Creating an Onboarding Template Configuration

Then, to configure a template:

• Go to HR > Onboarding > Template Configuration
• Then select Click Here To Create A New Configuration

Fig.2 - Create a New Configuration for an Onboarding Template

This will open up the new template record being created.

• Enter a Name (top field) and a Description (beneath)
• Then, assign Job Titles

When creating a new record, it will default to assigning Job Titles and these can be assigned by double clicking on a Job Title wished to be assigned. The Arrows in the middle of the unassigned and assigned boxes can be used to assign (or unassign) every job title if required:

Fig.5 - Assigning Job Titles to the Configuration

The list of Job titles available to assign is limited to 10 in the unassigned (Available) box (and the assigned box after records are assigned), with the ability to navigate through by selecting the page number below. In addition to this, the search box at the top of the box can be used to return a specific Job Title:

Fig.6 - Navigating and Refining Records to Select 

• Once the necessary Job Titles have been assigned, move on to assign Locations, Contracts and Employment Types or return to Job Titles by using the named buttons

Fig.7 - Navigation of the different configuration options

Please Note: The is no need to select Apply until the configuration of the template is complete. Selections in Job Title, Locations, Contracts or Employment Types will be retained throughout the process. 

• The same process can be completed for Locations, Contracts and Employment Types as it was done with Job titles. Once the necessary selections have been made, select Apply

Fig.8 - Applying and Saving the Configuration

When created, the record will appear within the page and detail how many Job Titles, Locations, Contracts and Employment Types have been selected.

Fig.9 - Saved Onboarding Template Configuration

• To create a new configuration, follow the steps from the start of this release note (ignoring the user access section)
• An existing template can be altered by selecting the configuration anywhere within the box.

Creating an Assigned DocuSign Template Record, within the Onboarding Template Configuration

The next step in the configuring a template for Onboarding is to apply the actual DocuSign template.

• This can be done by selecting View Documents

Fig.10 - View DocuSign template assigned to the Template configuration

This will open a page where a DocuSign template configuration within the Onboarding configuration can be created.

• To do this select Click Here to Set New Name and enter a name as well as notes if required

Fig.11 - Create a record within Template Configuration to assign DocuSign templates

Next, a DocuSign account must be selected which has already been configured in the portal. The E-Sign release note details this if not already complete.

• Select a DocuSign account from the drop down list

Fig.12 - Assigning a DocuSign account to the record

• Next, select Show DocuSign Templates (highlighted by the Orange box in the Fig.12 above) and similarly to the wider E-Sign functionality, the list of document templates created in DocuSign will appear

Fig.13 - List of DocuSign templates returned for the account selected

• From the list of DocuSign templates, click Select next to each document that would be included in the envelope sent to the employee. At least one document, and only one, can be selected as Primary and this will be the template that provides the subject and body of the email sent to the employee by DocuSign 
• Similarly to the assigning Job Titles earlier, the list is limited to 10 documents that appear and the remaining can be identified by navigating through the pages, or select the filter icon and searching for it by name

Fig.14 - Filtering and Searching for Individual DocuSign Template

Please Note: Selected templates will move to the top of the list within the page.

• When the necessary DocuSign templates have been selected, select Apply

Fig.15 - Selected DocuSign Templates and Applying

Within a template configuration for Onboarding, many individual configurations of assigned DocuSign templates can be applied but only one can be the default and will be the only one that is used by Onboarding for this configuration.

• This can be applied by selecting Set Default after DocuSign templates have been assigned and applied

Fig.16 - Setting a DocuSign template record within a Template configuration record as Default

Please Note: Setting a particular DocuSign template record within a Template Configuration as Default does not mean that Onboarding will only ever use this DocuSign template for any candidate, it will just use this template for any candidate that meets the same criteria set out by the Onboarding Template Configuration (Same Job Title, Location etc...) 

Once Set Default has been selected the record will update indicating that it is the default.

• Select Apply to finalise

Fig.17 - Record set as Default

Validation of Onboarding Template Configurations

There cannot be more than one of the same configuration when it comes to these Onboarding Template Configurations. In the example used for this release note, the following were assigned: 

• General Manager Job Titles
• All locations created in the Portal
• No Contract types were assigned
• Full Time, Part Time, Flexible and Casual employment types 

Continuing with this example, this means that a second Onboarding Template Configuration with the General Manager job title assigned and any of the same locations selected in the first configuration cannot be created. Upon attempting to apply selected DocuSign templates the user will be presented with the following error message:

Fig.18 - Conflict Error Message

This error message will be returned if there is ever a conflict between two configurations.

The purpose of this functionality is to provide the Onboarding Application with unique way of identifying which DocuSign template(s) should be returned as part of the candidates Onboarding process for them to eventually sign (such as a contract). Continuing on with the example above, if an onboarding application process is initiated for a candidate applying for the position of General Manager at any of the locations included, then the Onboarding application will present the candidate with the DocuSign templates selected and applied as part of the configuration.