The Onboarding Flow is designed to streamline the process of bringing new individuals into your Compliance account without immediately assigning them a full user profile. This is especially useful for Security Managers or Administrators who need to track new employees, collect necessary information from them, and transition them smoothly into the system.
With this flow, administrators can add new individuals through a workflow, collect information from them via an onboarding email, and review and verify their data before finalizing their user account.
Creating an Onboarding Flow
The Onboarding Flow is created from the Workflows section:
Click the Workflows icon in the left navigation bar. Then, click Add a Workflow or edit an existing one.
Click the Enable Onboarding Flow checkbox. This is only available if the Workflow is set to Admins only.
That's all there is to it. The next section discusses how the Onboarding Flow works in your account.
Using The Onboarding Flow
Using the flow begins like any other ticket. A user simply needs to navigate to the Workflow you've created and click + Add a Ticket. The process changes from here:
Instead of selecting an existing user, the system now presents a form to enter the name and email of the new subject.
Click Submit. The system will automatically create a temporary contact associated with this ticket.
3. You can now request the user to fill in additional information. Click the "Send Onboarding Email" button in the ticket sidebar. The recipient will receive a link directing them to complete an onboarding form.
4. After clicking the View Form link, the recipient will be brought to a registration portal that will ask for multiple pieces of information. This includes:
Email (mandatory)
First Name (mandatory)
Last Name (mandatory)
Middle Name
Mobile Phone Number
Street Address
Street Address 2
City
State
Zip Code
Drivers License #
Date of Birth
The Security Officer/Administrator will receive an email indicating that the Onboarding Data has been received.
6. You can review the ticket at any time after the user has submitted their details. If the info is sufficient, click the Create Onboarded User button in right-side panel (See the Gather More Onboarding Info section below if the info is not sufficient).
A New User Form will open, pre-filled with the information from the onboarding form. Continue adding details as you would for any user created from the People section in your account. Click Save to complete the process. The subject will now have a full user profile.
Gather More Onboarding Info
After the recipient has filled out the initial form, your admins/security officers may require more information since the only required fields in the initial form were email, first, and last name.
To gather more info:
Open the ticket and click the Gather More Onboarding Info button in the right side panel.
Select the checkbox next to the necessary fields. Click Gather Selected Fields.
3. The recipient will receive another email with a link asking them to provide additional information. They will then fill out a form containing only the fields that were checked in the previous step. These will all be required.
4. After completion, the admin will receive an email letting them know that the data has been received. If the info is sufficient, click the Create Onboarded User button in right-side panel.
A New User Form will open, pre-filled with the information from the onboarding form. Continue adding details as you would for any user created from the People section in your account. Click Save to complete the process. The subject will now have a full user profile.
