Configure Onboarding Workflows

How to adjust the validation process and homonym detection of onboarding workflows.

Overview

Onboarding workflows are the processes that users follow in order to add in Usercube a new user, as a new employee has arrived in the company.

The most common situation consists in having two onboarding workflows: one for employees and one for contractors. The Workforce Core Solution module provides these two workflows.

Usually, using one of these workflows means:

1. filling a form containing the new user's information, such as their name, first name, contract type, job title, etc;
2. if needed, sending the request of user creation for review by a knowledgeable user.

See how to create a new worker in Usercube.

User Creation Review

Usercube provides the review step as optional, for its necessity depends on the situation.

To perform the review of a user creation, one should have the right permissions.

When a review is needed, a notification appears on the MY TASKS tab at the top.

The reviewer can then complete the creation request and finally approve it.

Homonym Detection

User creation often benefits from a homonym detection that checks if the resource already exists in the system, preventing duplicates.

Usercube provides a homonym detection, whose parameters can be adjusted.

See more information about homonym detection.

Participants and Artifacts

Integrators must have the knowledge of the organization strategy towards the expected validation process and homonym detection during users' onboarding.

Input	Output
Identity repository (required)	Adjusted Onboarding Workflows

Configure Onboarding Workflows

Configure onboarding workflows by proceeding as follows:

1. On the home page, click on Settings in the Configuration section, then on Workforce > Onboarding Workflows in the left menu.

   

2. For each workflow, choose whether a review step is required.

   

   NETWRIX recommends enabling the review for the onboarding of employees, and disabling the review for contractors.

   From experience, in most use cases, the onboarding of new workers is done by their managers, and HR people review the creation of employees and not contractors. It also happens that HR people are in full charge of employees, in which case they do the onboarding and don't need a review.

3. Configure the homonym detection.

   

   NETWRIX recommends enabling the birth name comparison to detect user duplicates due to name changes, when the GDPR supports it.

   The other parameters for homonym detection should be enabled/disabled according to your needs.

4. Click on Save at the top of the page.

   

Verify Workflow Configuration

Validate the process by proceeding as follows:

1. Access the user directory from the home page.

   

2. Execute the workflows for a new employee and a new contractor.

3. Make sure that the homonym detection works in accordance with the specified options.

   For example, if the inversion comparison is enabled between the first and last names:

   

4. Make sure that the potential validation steps are in accordance with the specified options.

Next Steps

Once onboarding workflows are configured, integrators can start configuring a connector.