Hire to Retire Installation and Deployment Guide

Transcription

1 127 Church Street, New Haven, CT O: (203) E:

2 Contents Overview... 3 What is Hire to Retire?... 3 Pre-Installation Information... 4 Pre-Requisites to Installation... 4 Hire to Retire Forms... 4 The Solutions Process... 4 How to Deploy... 5 Templates and Workflows... 5 SQL... 5 Setting up GlobalForms... 5 Setting up SmartSearch... 6 Field and List Creation... 6 Document Types... 7 Archive Creation... 7 Capture Workflows... 8 Import Application from GlobalForms... 8 Import Webforms Onboarding... 9 Document Workflows Set up the System Options Accept Send Onboarding Forms (Application Archive): Decline Application (Application Archive): Set Status to Onboard Pending (Application Archive) (System Action): Set to Hire (Application Archive) (System Action): Hire (Employee Documents Archive): Batch Script and SQL Script Important Notes Adding Forms to the Hire to Retire Package Notes Simplifying Business. Simplifying Life. Page 2

3 Overview What is Hire to Retire? The Hire to Retire Package is a solution that was built to utilize SmartSearch and GlobalForms in order to expedite the entering and filling out of employee forms. The solution starts with the potential employee filling out an application which is then entered into SmartSearch where a Manager can inspect it. From here, using Document Workflow, the Manager can approve or decline the application. Once approved, the Document Workflow process will send an to the Potential Employee asking them to fill out the remainder of the forms (Federal I-9, Federal W-4, Direct Deposit, and Emergency Notification). These forms back fill with the information the potential employee entered in the application (making the process easier for the potential employee). From here the Manager will receive an from GlobalForms stating that the potential employee finished filling out the form. The employer can then log into GlobalForms, check the forms for any missing information, fill in and submit the forms which will then be processed into SmartSearch. Simplifying Business. Simplifying Life. Page 3

4 Pre-Installation Information Pre-Requisites to Installation The following are required prior to installation in order for the Hire to Retire Package to operate: SmartSearch installation o Capture Workflow o Document Workflow GlobalForms GlobalForms tenants, users and security groups SQL Management Studio Hire to Retire Forms The Hire to Retire Package contains the following forms: Application Federal I-9 Federal W-4 Direct Deposit Emergency Notification Federal 8859 The Solutions Process After the Hire to Retire Package is properly installed, the solution should run in the following sequence: 1. Potential employee fills out an application and submits it. 2. Application is run through a workflow and brought into SmartSearch with a Pending Approval status. 3. Manager can approve or decline application from SmartSearch (if declined the process ends here). 4. Once approved, an is sent to the employee with a link to fill out forms. Form status is set to Waiting for Onboard. 5. Employee fills out forms using their Employee ID which back fills some of the form information from the application. 6. Once submitted, an is sent to the manager to complete the form. 7. Manager logs into GlobalForms, checks out forms and fills in any missing information. 8. Once submitted, forms are brought into SmartSearch as Onboard Pending and the application status is changed to Onboarding Pending. 9. The documents can then be reviewed one more time in SmartSearch and either accepted or declined (declining ends the process here). 10. As each document is approved, the statuses are set to Hired. If all are set to Hired the application in the Application Archives status is also set to Hired. Simplifying Business. Simplifying Life. Page 4

5 How to Deploy Templates and Workflows Copy the following folders from the HiretoRetire folder to C:\GetSmart (Default Location): Kaos SQL 1. Run the HiretoRetire.sql script in SQL Management Studio. This will install all the necessary tables and stored procedures you need for the package. 2. A copy of the SmartSearch database is included. Copy the.mdf and.ldf file over and attach this database or load the back up over the existing database. Note: Step 2 may not be possible depending on whether or not the databases are already existing and in use. Setting up GlobalForms 1. Copy the configuration.xml file to the C:\GlobalForms5\dbconfig directory. Note: In some cases you may need to copy the contents into the existing file so you do not delete anything already configured in the file. 2. The configuration.xml file packaged with Hire to Retire is set for a default SQL and GlobalForms installation but may need to be reconfigured. The code below shows what may need to be reconfigured in the file: <url>jdbc:sqlserver://localhost\getsmart;databasename=globalforms</url> <driver>com.microsoft.sqlserver.jdbc.sqlserverdriver</driver> <user>globalforms</user> <password>globalforms</password> Note: The localhost may need to be changed if the SQL Server exists on a different server than the Globalforms Server. By default the Stored Procedures and Application Table are installed to the GlobalForms Database - this would remain the same unless put somewhere else. Also, take note of the username and password, these are the default GlobalForms user and password. If they were changed the configuration file would need to be changed to reflect the changed username and password. Note that you may have to edit the information in both query sets in the configuration.xml 3. The following Select Statement may also need to be updated to reflect the ListID of the Available Positions list in SmartSearch: <statement>select Value FROM sslistvalues where ListID = 1</statement> If the lists were created manually you may have to verify the ListID above is correct. To check this perform the following: o Open SQL Management Studio o Expand Databases, then expand SmartSearch, and then expand Tables. Simplifying Business. Simplifying Life. Page 5

6 o o Find the sslist table, right click the table. Select Select Top 1000 Rows The ListID will be the IID next to the name of the Available Positions list you created. 4. Upload the HireToRetire_app.zip Application to the GlobalForms Tenant you wish to use. 5. Make sure you create a Manager role within this tenant and assign a user to that role otherwise you will be unable to complete the flow once submitted by the user. Setting up SmartSearch Field and List Creation 1. If the Database already exists, the following fields will need to be created (these are all Character fields except for Applicant ID which is Numeric): Applicant ID Employee ID Employee Name Position Applied For (List) 2. This will list all the positions that are available at a company. All should be added and never removed from the Available Positions list. 3. This list contains the values for the available positions. Editing this list will edit the list of positions available in GlobalForms. Address Cell number Status (List) 4. This list keeps track of the status to the forms and should have the following values in it: Awaiting Review Declined Hired Onboard Pending Waiting for Onboard o Phone Number o Social Security Number o Document Type (List) 5. This lists all the document types within the Hire to Retire package and is as follows: Application Direct Deposit Emergency Contacts Federal I9 Federal W4 Supporting Documents 6. The following fields are needed to counteract a known issue dealing with mapping checkmarks: Text 82 Simplifying Business. Simplifying Life. Page 6

7 Text 83 Text 84 Text 85 Text 86 Text 87 Text 88 Text 89 Text 90 Text 91 Text 92 Text 93 Text 94 Document Types This lists all the document types within the Hire to Retire package and is as follows: Application Direct Deposit Emergency Contacts Federal I9 Federal W4 Federal 8850 Supporting Documents Archive Creation The following Archives will have to be created with the listed fields in the Archives (off of the root Archive): 1. Application Applicant ID Employee Name Position Applied For Available Positions Address Cell number Status Phone Number Social Security Number Document Type 2. Employee Documents Employee ID Employee Name Position Applied For Available Positions Address Cell number Status Simplifying Business. Simplifying Life. Page 7

8 Capture Workflows Phone Number Social Security Number Document Type Applicant ID Import Application from GlobalForms To create an efficient workflow for incoming applications, take the following steps: 1. Open the Import Properties window by dragging the ImportWebforms activity from the left window into the Sequential Workflow window in the SmartSearch Capture Workflow Designer. 2. Select the Application web forms, which will be imported into the workflow (Figure 1.1). 3. Next, set the workflow fields (Figure 1.2). Set the Document Type to Application and the Status to Awaiting Review. Simplifying Business. Simplifying Life. Page 8

9 4. Now, have the documents release to the Application Archive (Figure 1.3). Import Webforms Onboarding To create an efficient workflow for employee onboarding, take the following steps: 1. Open the Import Properties window by dragging the ImportWebforms activity from the left window into the Sequential Workflow window in the SmartSearch Capture Workflow Designer and select your Hire to Retire Forms from the Import Properties window (Figure 1.4). 2. Insert a barcode separator (Figure 1.5). Check the Code 128 box and make sure Left to Right is checked. Simplifying Business. Simplifying Life. Page 9

10 3. Enter the appropriate template for the Text Recognition Properties window (Figure 1.6). The template should be called, Hire to Retire Onboard. 4. Be sure to include the Page Delete process, in order to remove all barcode pages (Figure 1.7). Check the Code 128 check box and make sure Left to Right is checked. 5. Set the field properties (Figure 1.8). Set Status to Onboard Pending. Simplifying Business. Simplifying Life. Page 10

11 6. Now, have the documents release to the Employee Documents Archive (Figure 1.9). Document Workflows Set up the System Options For full functionality of the Hire to Retire Package the customer will need access to a SMTP server so s can be sent by Document Workflows. Please set this up so Document Workflows that send s can function. Please create the following workflows with the corresponding activities within each workflow: Accept Send Onboarding Forms (Application Archive): 1. Drag in a Condition. Set Field Name to Status, Condition to Equals, and Value to Awaiting Review (Figure 1.10). 2. Drag in a SetFields. Set Field Name to Status and set Value to Waiting Onboard (Figure 1.11). Simplifying Business. Simplifying Life. Page 11

12 3. Drag in a Send and fill in the information accordingly (Figure 1.12). Note: Below is an example for text. Please not that the text and link should be redone for every customer, this is an example (Figure 1.13): Hello #EmployeeName#, Welcome to Square 9 Softworks. As a new employee we ask that you fill out the following forms in order to facilitate the onboarding process: wtype/_bj37kevmeeo1ka1z7osjmq/popupform The following Applicant ID has been assigned to you: #ApplicantID# If you have any questions please do not hesitate to ask us. We look forward to working with you in the future. Thank you, Human Resources Square 9 Softworks HumanResources@Square-9.com Simplifying Business. Simplifying Life. Page 12

13 Decline Application (Application Archive): 1. Drag in a Condition. Set Field Name to Status, Condition to Equals, and Value to Awaiting Review (Figure 1.14). 2. Drag in a SetFields. Set Field Name to Status set Value to Declined (Figure 1.15). Set Status to Onboard Pending (Application Archive) (System Action): 1. Drag in a Condition. Set Field Name to Status, Condition to Equals, and Value to Waiting for Onboard (Figure 1.16). 2. Drag in a Checkpoint. Set Description to Match ApplicantID. Set it to check the Employee Documents Archive. 3. Set Field Name to Applicant ID the condition to Matches Base field Value and the Value to Applicant ID. 4. For the second row set Field name to Status the condition to Equals and the Value to Onboard Pending (Figure 1.17). Simplifying Business. Simplifying Life. Page 13

14 5. Drag in a SetField. Set Field Name to Status and Value to Onboard Pending (Figure 1.18). Set to Hire (Application Archive) (System Action): 1. Drag in a Condition. Set Field Name to Status, Condition to Equals, and Value to Onboard Pending (Figure 1.19). 2. Drag in a Checkpoint. Make the Description Check Federal I9 for Hired select the Employee Documents Archive in the Archive to check box. 3. In the first row, Set Field Name to Applicant ID, Condition to Matches Base Field Value, and Value to Applicant ID. Simplifying Business. Simplifying Life. Page 14

15 4. In the second row, Set Field Name to Status, Condition to Equals, and Value to Hired. In the third row, Set Field Name to Document Type, Condition to Equals, and Value to Federal I9 (Figure 1.20). 5. Drag in a Checkpoint. Make the Description Check W4 for Hired select the Employee Documents Archive in the Archive to check box. 6. In the first row, Set Field Name to Applicant ID, Condition to Matches Base Field Value, and Value to Applicant ID. 7. In the second row, Set Field Name to Status, Condition to Equals, and Value to Hired. 8. In the third row, Set Field Name to Document Type, Condition to Equals, and Value to Federal W4 (Figure 1.21). 9. Drag in a Checkpoint. Make the Description Check Emergency for Hired select the Employee Documents Archive in the Archive to check box. 10. In the first row, Set Field Name to Applicant ID, Condition to Matches Base Field Value, and Value to Applicant ID. 11. In the second row, Set Field Name to Status, Condition to Equals, and Value to Hired. 12. In the third row, Set Field Name to Document Type, Condition to Equals, and Value to Emergency Contacts (Figure 1.22). Simplifying Business. Simplifying Life. Page 15

16 13. Drag in a Checkpoint. Make the Description Check Direct for Hired select the Employee Documents Archive in the Archive to check box. 14. In the first row, Set Field Name to Applicant ID, Condition to Matches Base Field Value, and Value to Applicant ID. 15. In the second row, Set Field Name to Status, Condition to Equals, and Value to Hired. 16. In the third row, Set Field Name to Document Type, Condition to Equals, and Value to Direct Deposit (Figure 1.23). 17. Drag in a Checkpoint. Make the Description Check F8850 for Hired select the Employee Documents Archive in the Archive to check box. 18. In the first row, Set Field Name to Applicant ID, Condition to Matches Base Field Value, and Value to Applicant ID. 19. In the second row, Set Field Name to Status, Condition to Equals, and Value to Hired. 20. In the third row, Set Field Name to Document Type, Condition to Equals, and Value to Supporting Documents (Figure 1.24). Simplifying Business. Simplifying Life. Page 16

17 21. Drag in a Checkpoint. Make the Description Check Supporting Documents for Hired select the Employee Documents Archive in the Archive to check box. 22. In the first row, Set Field Name to Applicant ID, Condition to Matches Base Field Value, and Value to Applicant ID. 23. In the second row, Set Field Name to Status, Condition to Equals, and Value to Hired. 24. In the third row, Set Field Name to Document Type, Condition to Equals, and Value to Supporting Documents (Figure 1.25). 25. Drag in a SetField. Set Field Name to Status and Value to Hired (Figure 1.26). Simplifying Business. Simplifying Life. Page 17

18 Hire (Employee Documents Archive): 1. Drag in a Condition. Set Field Name to Status, Condition to Equals, and Value to Onboard Pending (Figure 1.27). 2. Drag in a SetField. Set Field Name to Status and Value to Hired (Figure 1.28). Batch Script and SQL Script In the Hire to Retire Package is a batch script called Execute_SQL.bat. This batch script executes a SQL script that is included in the package which is called, Delete_Hired_Rows.sql. This SQL Script Sets all the Rows in the Application Table to Null except for the Applicant ID Field. This allows the system no not reuse an Applicant ID/Employee ID while removing user information on the table so if a person accidently enters another users number, their information would have been set to NULL once there application is set to Declined or Hired. To take advantage of this you can set a scheduled task to execute every day/week that will execute this script and remove information automatically. Important Notes Please, remember that this deployment is designed in conjunction with SSL. Sensitive information is passed between forms and the databases. It is very important that to secure this information. Please note that if the fields do not perfectly match how they are listed above the mapped fields will not populate into SmartSearch. If manual changes are made or the archive structure has been changed the Capture Workflows and Document Workflows will be need to be rebuilt. This is because the workflows point to their corresponding databases and archives via their archive numbers. They can easily be changed. Simplifying Business. Simplifying Life. Page 18

19 Adding Forms to the Hire to Retire Package Adding forms to the Hire to Retire Package should not be very difficult however there are a few things you may wish to be aware of when attempting to do this process. First, any text boxes that have the same name in the flow may cause issues. Since the flows will pass information section by section across forms based on the text box name you should be wary that adding or removing boxes as well as renaming them could break the flow. It may be beneficial to just add <! HTML COMMENTS--> to the names of text boxes that have the same name in the form you are adding to the flow to differentiate the names unless the text boxes should populate with information from pre-existing text boxes in the flow or if you would like the text boxes to pass the information along. Second, if you open the Hire to Retire Forms flow and edit the Emergency Notification Section of the flow you will notice an invisible section at the top which includes a bunch of Text Fields. You can use these fields to pass along information in a flow from form to form even if the text box isn t needed. Since it is invisible the person filling out the form will be unable to see it, however it will allow the information to be passed along form by form. This section can be dragged over to the custom controls template if you would like to just drag it along to another form that is added to the flow. Simplifying Business. Simplifying Life. Page 19

20 Notes Simplifying Business. Simplifying Life. Page 20