Understanding the Employee Setup Process
After hiring an employee, a manager can use self service to add an employee record and initiate an employee setup process. Workflow then sends task approval messages and reminders about equipment setup to certain people.
You can define default setup tasks that can be automatically implemented each time a new employee is hired. Default tasks can be tasks that every new employee needs. For example, if your company provides a phone and a computer for most employees, you might want to set up default tasks for installing a phone, computer, and a network connection. Managers can add to or change these tasks unless you enter a lock code for tasks when you set them up. When you set up a default task, always associate it with a job type and step. Information entered as a default task updates the F087101 table.
You also set up a task list by location. You enter every possible setup task for every location. For every task in the task list, you can specify an approver, a task recipient, and other task details. Managers can select tasks from the task list and assign them to a new employee's setup record.
You can set up each task to do one or more of these activities: run a report, send an email message, create a work order, or start a Workflow process. You must first customize a report, set up a work order, or set up an additional Workflow process if you are planning to attach these activities to a task.
You can also require an approval for each task that you set up. If you require an approval, Workflow sends an email approval form to the address book number of the person that you designated in the Approver field. You must also set your processing options to determine whether Workflow should obtain a process approval for the entire employee setup process for every new employee record.
The system determines the date to begin the approval process from the values that you enter in these three fields on the Work With Setup Tasks Details form:
Based On Date
Duration
Offset Days
To determine the date to begin each task, the system performs this sequence of actions:
Retrieves the date from the Based On Date field (for instance, the arrival date of the employee)
Adds the number of days from the Duration field (the number of days needed to complete the task)
Adds the number of days from the Offset Days field (the number of days, when added to the Duration values, that determine the day by which the task must be completed)
The information that you enter in the header area of the setup forms updates the F087102 table. The information that you enter in the detail area of the setup forms updates the F087103 table.
To process employee setup tasks, two workflow processes must be functioning. You can use the Object Management Workbench (OMW) to ensure that these workflow processes are activated.
Workflow Process |
Explanation |
|---|---|
EESETUP01-Employee Setup Approval |
The workflow process that sends an approval form for the entire employee setup process to the address book number of the approver. After workflow obtains an approval, it sends approval forms for each setup task that requires an approval. If you want your system to obtain an approval for this process, you must set a processing option. |
EESUTSK01-Employee Task Setup |
This workflow process is started for each setup task assigned to the employee. This process will first check to see if there is sufficient location information to process the setup task. If not it will notify the originator and wait for the information to be entered. If the activation date has not yet arrived the process will sit in waiting state until that time. When the previous two conditions are met the process activates the task. by setting the status of the F08711 record to A and then depending on how the task is setup will: send an email message to the task recipient, run a report, create a work order, or start a new workflow process. |