Advice on the best way to create a workflow for Offboarding employees

kgaza
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February 13, 2024

I am new to Jira Service Management, and I am trying to figure out the best way to use workflows and automations to streamline our offboarding process. 

We have been doing this manually, so that we understood all the steps, using a Microsoft document for offboarding employees.  The document has basically three sections.  The first is the employee's details, such as what type of employee (full time, part time, etc.), site location they work at (Pacific, Eastern, UK), change type (no longer working for us, changing roles/application access), their name, email address, title, target change date, reporting manager/their boss.  

As soon as this section is completed, this document is manually sent by HR to the employee's boss.  The boss then fills out the details: what applications they need to be removed from, what hardware changes need to happen.  These applications (e.g. SAP, Sage, Salesforce, Office 365, etc.) are all known and listed in the checklist--and for each application there is an administrator for that application that needs to be notified they have a task to remove the person from that application.  Same for the hardware.  

What would you recommend as the best way to streamline this with Jira?  I am open to using advanced tools and addins.  Please advise!

Thank you.  :)
-k

 

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Mikael Sandberg
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February 13, 2024

Hi @kgaza,

Welcome to Atlassian Community!

You have a couple of options, the first thing that comes to my mind is to use a combination of the request type form, Forms and automations. The request type form would hold the first section, the basic information. The second part that the manager fills in can be done by attaching a Form to the request once the request is created and have the manager fill that out. The third part where the admins have to be notified can either be sub-tasks or tasks that are attached/linked to the request that are created based on the answers in the Form. You can use the Forms API to extract the answers.

This uses default features in JSM, the only drawback might be that you may run into the automation limit depending on the number of automations you have.

kgaza
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February 13, 2024

That is an excellent approach!  I will try that!!! 
Thank you so much.  :)

-k

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