HR New Hire/Internal Hire Workflows

This article explains the HR process and Salesforce automations that occur when a new hire occurs in the system for a posting.

Overview

This article explains the HR process and Salesforce automations that occur when a new hire occurs in the system for a posting. 

HR Application - New/Internal Hire

On an HR Application record in Salesforce, when the 'Candidate Status' field is set to 'New Hire' or 'Internal Hire' the following events take place. 

• The Update Posting/ HR Create New / Update Existing Employee Flow looks at the Employee look up field, and if it's blank it will create a new Employee record, with all pertinent information. Similarly, if there is an employee record, this flow will update the existing record accordingly. Also updates the relating posting workflow state to 'New Hire'. 

Another Flow, HR Onboarding Tasks will create the Onboarding Tasks, when the 'Candidate Status' is set to 'New Hire'. (could probably combine these first 2 flows into 1) 

HR Position Flows based on HR Application : When the start date is added to the HR Application for the New/Internal Hire this flow updates the Posting record with the below:

• Hire Type
• Populate the New Hire Employee Record
• New Hire Name
• Start Date

 

Job Posting Updates via Flow

1. When the 'Workflow State' on the Posting record is updated to 'New Hire' via the above automations, the below Flow is triggered.
   • Job Posting = New Hire,
     • gets new hire employee data,
     • gets information from the current related 'Position Assignment' Record, stores it,
     • then creates a new position assignment record for the new role
     • updates the previous position assignment with end date information

Position Assignments are junction objects between Job Postings, Positions, and Employees that allow us to better see the history of a position and an employee. It should be noted that HCOM Position information is also updated via Position Assignment records/calculations.

HR Application - On-boarding Complete

When the HR Application Record is updated to have a 'Candidate Status' of 'Onboarding Complete', the below automations take place. 

HR - Onboarding Complete, Update Position

• Checks to see if the candidate is an Employee, if it is, then the Workflow Status on the Posting is updated to 'Position Filled - Internal'. 
• If the candidate is not an employee, the Posting is updated to 'Position Filled - External'. 

Get help from HCOM IT

• Visit the Medical Education Technology page to create a ticket.