WorkflowFirst can be used to manage a variety of business forms. In this video, we'll create an employee onboarding application called HR Mgr.

 
 To begin, we'll install the Employees sample form and use its onboarding workflow. Here is the new Employees application tab we imported, and these are the fields in that tab.

Let's look at the workflow in the Employees tab. It starts at the top with the New Employee stage. Then, it gets assigned to four different roles: HR, Office Manager, IT and Accounting. Once those are processed, the record will be marked as complete.

Let's publish and see the HR Mgr application. Click on the link to open the application. This is the application it creates with the first tab titled Employees.

We'll start the first stage of the workflow by clicking the New Employees button. It creates the form for you based on the list of Input Fields. If you add new fields, it'll integrate it into the form automatically once you published the application. Special flags like Hide Content can be used to hide sensitive info like social security numbers. You can also add dropdowns to make entry easier and less error-prone. Let's submit our first employee to start the workflow.

You can either click the supplied link or select the row in the list to see the new record.

Next we'll need to define some users. Let's set up four users, one for each role in the workflow. Click the New Approver to create users who can make approvals and enter their details such as email address as well as select their role so that they'll get emails for assignments. Note, a user can have multiple roles. We'll do this for each of the users and roles they need.

Each time a user is created, the application will email them a temporary password. They can login and set their own password. Right now, we're going to set the password for all users. To do this, select all the users and click the Bulk Update Passwords button, and then we'll sign out and login as each user.

First, we'll sign in as HR. Notice the highlighted record that shows their assignments. There's a dashboard where the user can see all their assignments, reminders and completed tasks.

Let's select an assigned record to see the options. HR can run the option HR Checklist.This sets fields in the record based on what was entered in the workflow form.

When you login as accounting, IT, and office, notice that the Checklist button is unique to each role. Also, keep in mind that these all run in parallel to each other in the workflow. If sub-stages in the workflow have different roles, then they can independently be processed in parallel. The form can have as many fields as you like, even sub-forms. Everything entered in the forms get copied into the record and any list under the record.

Once all the stages have been completed, it goes to the final stage. Here, you can see the state, Preparation Complete.

The person who entered the request, the Originator, gets notified by email that the process is complete.

Now we'll switch to WorkflowFirst Desginer to make some changes. Click the Select Input Fields on the workflow stage, New Employee, to see the fields in the stage's form. Let's add a field to the form titled Position. This will add it to the end of the list so we'll move Position below Department.

In order to reposition the new field, we'll go to the dropdown menu at the end of the row and use the Pick-Up and Drop Above/Below options.

While we're in the workflow view, we'll add a new field to the HR stage titled "Benefits Setup". Let's add a Boolean field, a Yes/No checkbox, to remind HR to set up the benefits for the new hire. Once that is added, we'll republish the application to see the changes. You can either click on the link provided or refresh the existing application page to see the changes.

We'll log in as admin and look at the form again. You'll notice the new Position field at the bottom of the New Employee window. Aftering entering the information, we'll submit our second request.

We can see the two requests entered so far.

Next, we'll sign in as the HR user. Notice the new assignment in red. Let's select that row, and then click the HR Checklist button. The new Boolean field, "Benefits Setup", is displayed.

This is how easy it is to create an employee onboarding process using WorkflowFirst.