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Forms Use Case: New Employee Orientation for HR teams

This is a forms for Jira Service Management Use Case. We’re publishing a series of these use cases here on Community to share how teams are using forms to deliver high velocity service. Click here to see all of the published forms use cases.

Scenario

HR needs to coordinate an effective orientation process for new hires, ensuring consistency and thoroughness. In this example, the orientation can take three weeks to complete.

Who’s involved?

  • Supervisor, manager, or team lead hiring to their team

  • New employee

  • HR agent

Typical Issue Life Cycle

  1. A supervisor submits a request for New Employee Orientation form.

  2. The request transitions to WORK COMMENCED and two external (visible on the Jira Service Management portal) forms are automatically added to the request:

    1. Week 1 - New employee orientation

    2. Week 3 - New employee orientation

  3. The Supervisor works with the new employee to complete the items on the forms, submitting each form as it is completed.

  4. When the Week 3 form is submitted, the issue is automatically transitioned to the FINAL REVIEW status.

  5. The HR agent reviews the forms, before transitioning the request to DONE.

Unique Feature

The HR agent has the ability to reopen the original request form or any of the additional checklists, thereby allowing the Supervisor to edit their response.

Set up

  1. Set up automation to automatically add the Week 1 and Week 3 Checklists, and set them as External, when the issue is transitioned to the the WORK COMMENCED status.
  2. Set up automation to automatically transition the issue to the FINAL REVIEW status when the final checklist is submitted.

A note on automation and forms

At the time of this post, form automation has not been released. We are working on an integration of forms with Automation for Jira that will enable you to recreate this use case and other similar workflows. We’re sharing this now so you can see what’s possible when the ability to leverage automation and forms is available.

Workflow

 

Forms can include links to an online knowledge base, such as an Employee Handbook.

Key fields (employee name, supervisor, start date) can be linked to Jira fields so they will auto populate in subsequent forms.

Forms

Each form listed below is available as a Jira Service Management form template within the form builder. Learn more about creating and editing forms here.

 

Employee orientation – First day checklist

 HR UC - employee orientation day one.png

Week 1 - New employee orientation

 HR UC - week 1.png

Week 3 - New employee orientation

 HR UC - week 3.png

 

2 comments

Fabian Lim Community Leader Feb 08, 2022

Hi @Peter Preston

If we want to add attachments to the forms such as the acceptance letter, we have to add them outside the form via the normal process of adding the customfield. 

The problem with this approach is that the attachment will always be placed above the form fields. Will be there a feature to have an attachment field? If not possible, how can we place the attachment field so that it will display as the last field in the form.

Regards 

Like Peter Preston likes this

Hi @Fabian Lim - you're right. The order of the attachment field and the form can be confusing to users. We are working to fix this so attachments can be used in a more natural way in forms. I don't have a timeline I can share, but please know we hear you!

Like Fabian Lim likes this

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