Onboarding - Configuration overview
To illustrate this tutorial, I'll take Valiantys' onboarding process as an example.
Our process
Here is a - simplified - version of our onboarding process:
HR
| Task | Owner |
|---|---|
| Send welcome email | Aurélie |
| Schedule medical assessment | Magali |
| Schedule employee feedback | Joséphine |
IT
| Task | Owner | Comment |
|---|---|---|
| Order computer | Alexandre | |
| Create Crowd account | Nathan | |
| Create Salesforce account | Lucas | Only if employee role is Account manager |
Training
| Task | Owner | Comment |
|---|---|---|
| Schedule Confluence training | Cyrille | |
| Schedule JIRA training | Anand | |
| Schedule Confluence admin training | Khalid | Only if employee role is Atlassian consultant |
| Schedule JIRA admin training | Thomas | Only if employee role is Atlassian consultant |
Depending on the profile, at Valiantys we can perform up to 50 tasks. That's a lot to do manually and repetitively!
Elements Copy & Sync process
When a new employee joins Valiantys, an issue of type New employee is created. Elements Copy & Sync immediately takes action and creates one issue per task in each respective project (HR, IT, Training, etc.) and links them to the main issue.
Key information (such as the arrival date) is copied into each task. If data is updated in the main issue, changes are automatically synchronised in the linked tasks.
Here is a basic representation of the tasks created:
Configuration elements
Elements Copy & Sync configuration is composed of:
Operations
Operations are the actions executed by Elements Copy & Sync to create and link issues. We define the target project, issue type and the mapping to apply, plus other configuration elements.
Synchronisations
In order to keep information up to date in the tasks, we'll setup a synchronisation between the source issue and the tasks generated. Therefore when the Employee issue changes, tasks are updates accordingly.
Field mappings
Field mappings are where we define how to fill in the content of the tasks. They are used in Operations and Synchronisations.
Data panels
Elements Copy & Sync data panels are an improvement over the default linked issue view in your native JIRA. We use them to group linked issues per subject and display only the relevant information. We'll create one data panel per topic where we'll display tasks to perform. For informational purposes, another data panel is created for accomplished tasks.
Thus the person in charge of the onboarding will know what is done and what remains - at a glance!