How to Use the Forwarding Feature Available in IAMS Workflow System

Transcription

1 How to Use the Forwarding Feature Available in IAMS Workflow System Featured Process: Details on how a Manager can delegate another individual to fulfill completion of an Employee Onboarding Request Form. There are TWO ways to accomplish this 1. Manager can manually forward a specific approval notification to another individual to complete, on the original Manager s behalf. OR 2. Manager can update their Preferences so that all approvals that would have come to them, will instead be sent to one of their direct report s (or another hiring Manager) to complete, on the original Manager s behalf.

2 Scenario I Forwarding an individual Onboarding Request work item, to another individual to complete on the Manager s behalf. Step 1. When the BSC creates the record for the new employee in PeopleSoft, whoever is entered as the new-hire s Manager will receive an notification, alerting them that they need to complete the MTA Employee Onboarding Form. Step 2. The Manager that receives the onboarding notification should either follow the link in the notification or manually log into IAMS ( On the Request Center tab, find the IAMS Workflow System shortcut (below), and add it to your Launchpad by clicking the + sign. Back on your Launchpad, click on the IAMS Workflow System tile, to launch the application.

3 Step 3. On the IAMS Workflow System Dashboard, under the Latest Forms section, the Manager will see the request for the new-hire that needs to be onboarded (see below) Step 4. Click on All under Latest Forms. Step 5. Right click on the Work Item for this Onboarding Request. Step 6. Select Forward

4 Step 7. Now the Manager can select the individual that they want to complete the Onboarding Request Form, on their behalf. Step 8. Simply type in the colleague s name or BSC ID to find the colleague that the Manager wants to complete the Onboarding Request Form. Step 9. While it is not required, it s best practice for the Manager to leave a comment for the individual that they are asking to complete this form, on their behalf. Then click Forward. Step 10. Now the onboarding request is gone from the Manager s list of Work Items, and the notification requesting that this form be completed will be sent to the individual that the Manager selected.

5 Step 11. The individual that the Manager selected to complete the Onboarding Request Form, will receive an notification, alerting them to this request, and asking them to take action and complete the request (example below). Step 12. The link in the will take them directly into IAMS Workflow System, where they will fill out the MTA Employee Onboarding Request Form, and request the IT resources that the new-hire will need. After filling out the form and clicking Submit, both the individual that completed the Onboarding Request Form, AND the original Manager, will get a confirmation , notifying them that this request is now Complete!

6 PROCESS COMPLETE! Scenario II. How to Update Preferences in IAMS Workflow System So That All Onboarding Requests Go to A Different Individual to Complete Step 1. Log into IAMS Workflow System, and click on the drop-down arrow under your name, then click on Preferences. Step 2. You re now on the Edit Preferences page, where you have the opportunity to select a Forwarding User, that you want all Onboarding Notifications to go to. Type the user s name or BSC ID in the space provided and select their name.

7 Step 3. Important to note that you ll need to select a Start and End Forwarding Date. Once those dates have been entered, click Save. The Manager has now updated their Preferences so that all Onboarding Requests that normally would come to them, will instead be forwarded to the user that the Manager selects, during the time period provided! Process Complete!