Updating onboarding requests
As an Onboarding Manager, you can update and track onboarding requests in the Onboarding Portal. The following image shows the tasks that you can perform on the Onboarding request:
To filter and search for an onboarding request
In the Onboarding Portal, you can filter and search for the onboarding requests by entering or selecting values.
- In the default view, click Advanced filter.
- Enter or select the values from the available filters.
- Enter your search words in the search field, and press enter.
In the default view, the relevant requests are displayed in the in progress, upcoming, or completed section. In the grid view, a filter is selected by default. When you search for a request, if no results are displayed, you can search again after clearing or changing the filter set.
To modify an onboarding request
You cannot modify an onboarding request if it is set to the Canceled or Closed status. You can only add an activity note to the request.
- Open an in progress or upcoming request.
- Click
and select Edit request. - In the Onboarding information section, modify the following details:
- Hiring manager, recruitment manager, manager
- Buddy
- Joining date and job title
In the New hire information section, modify the mobile number of the new hire.
- In the Employment information section, modify the following details:
- Organization and department
- Location type and joining location
- Employment type and employee type
- Click Save.
To communicate with the team
- In the default view, click for the onboarding request in which you want to add an activity note, and select Add/View activity notes.
- In the Add/view activity notes pane, add a note, and click Post.
- (Optional) To make the comment available in BMC Helix Digital Workplace Advanced, select the Public check box.
- To add a file to the note, click
, and attach a file as an activity note. - Click Post.
To add a buddy for a new hire
- Open an ongoing or upcoming onboarding request for which you want to add a buddy.
- Click , and select Edit request.
- Select a Buddy for the new hire.
- Click Save.
To view and add assets to an onboarding request
A case business analyst can configure the named list to fetch new hire assets from the correct data source. Learn how a case business analyst configures a named list in Modifying-the-data-source-or-qualification-for-named-lists.
- From the list of ongoing or upcoming onboarding requests, click
for the onboarding request for which you want to view assets, and select 
. - To add a laptop, click in the Laptop text box, and select from the available items.
- To add peripherals, click in the Peripherals text box, and select from the available items.
- To add software, click in the Software text box, and select from the available items.
- To view the details of the assets that are assigned to the new hire, click View details.
- Specify the reason for adding new assets for the new hire.
- If the request is reviewed, select
. - Click Save.
To view audit logs of an onboarding request
You can view the audit logs of an onboarding request from the Onboarding Portal.
- From the Onboarding Portal, open an onboarding request for which you want to view the audit log.
- Click the three dots on the top right pane and select View audit log.
To add an ad hoc to-do task
You can add an ad hoc to-do task to an onboarding request with or without using a template. The status of newly created ad hoc task depends on the status of onboarding request. If the onboarding request is In progress, the newly created ad hoc task will be in the Assigned status. If the onboarding request is Upcoming, the newly created ad hoc task will be in the Stage status.
To add an ad hoc to-do task without using a template
- From the Onboarding Portal, open an onboarding request to which you want to add an ad hoc to-do task.
- Click the more button and select Add an adhoc todo task.
- On the Add a To do task pane, add the following details:
Field | Action |
|---|---|
Task title | Enter a title for the task. |
Task Summary | Enter a summary for the task. |
Task description | Enter a description about the task to be done. |
Target days to complete | Enter the number of days required to complete the task. |
Line of Business | Do not enter a value. This field is automatically populated with the line of business value of the case associated with the onboarding request. Based on the line of business, the values for task labels and task categories are available for selection. |
Label | Select a label for the task. |
Priority | Specify the priority of the task created. |
Stage | Select a stage that you want to define for the task. You can assign stages only to ad hoc tasks that you create without using task templates. After you assign a stage to a task, you cannot change that stage. |
Task Category Tier 1, Task Category Tier 2, Task Category Tier 3, Task Category Tier 4 | Select the categorization tiers for the task. Categorization helps in classification. Categories for the selected Line of business are displayed. |
To add an ad hoc to-do task with a template
- From the Onboarding Portal, open an onboarding request to which you want to add an ad hoc to-do task.
- Click and select Add a todo task from a template.
From the Line of Business list, select the line of business to which you want to update the onboarding request.
If you have access to only one line of business, that line of business is selected by default.
- Select the required template from the list.
- Select Assignee for the to-do task and click Save.