About New Employee Set Up

• Step 1: Create a New Project
• Step 2: Edit the Create Notification Server Credentials Component
• Step 3: Add and Configure a Workflow Component
• Step 4: Test the Project

About New Employee Set Up

Typically, at the start of the process, the employee's name, department, title, and location will be known. Additional information may be available, such as whether they are allocated to a project or budget, and possibly an employee number, but little else. From this point, a verification and approval process is common to ensure that all business units involved are aware of the new employee, thus keeping everyone informed. In this scenario, the Human Resources person processing the employee provides the first information using the My Service Request Console, and chooses the New Employee Setup item from the Service Catalog. Development of this scenario is focused on automating building access for the employee.

Step 1: Create a New Project

Workflow Packs and custom workflow projects are managed within the Workflow Designer Studio.

To become familiar with using Workflow Designer Studio and continue the New Employee Setup, perform the following steps to create a new workflow project.

To add a new project

1. In Workflow Designer Studio, click New.
2. In the New project window, select the Workflow icon.
   • The project name can be changed by overwriting the default name in the Name field.
   • The local storage option can be changed by clicking on the Browse button to the right of the Directory field.
3. To finish project creation, click OK. After clicking OK, Workflow Designer opens after a few seconds.

Step 2: Edit the Create Notification Server Credentials Component

To edit the Create Notification Server Credentials component

1. In the right pane, right-click on the Create Notification Server Credentials component and select Edit Component.
2. Choose the Create Token tab.
3. To enter the Notification Server administrator user name, do the following in order:
   • In the Username field, click the [...] button.
   • Enter the user name login credential for the default Notification Server. This user name must be an administrator on the Notification Server computer.
   • Click OK.
4. To enter the password, do the following in order:
   • In the Password field, click the [...] button.
   • Enter the password for the user entered in the Username field.
   • Click OK.
5. To enter the Domain, do the following in order:
   • In the Domain field, click the [...] button.
   • Enter the domain for the Notification Server.
   • Click OK.
6. To enter the token, do the following in order:
   • In the Output Token Variable Name field, click the [...] button.
   • Select the token for authenticating to the Notification Server.
   • Click OK.
7. Click OK.

Step 3: Add and Configure a Workflow Component

To add and configure a workflow component

1. In the Component Toolbox, use the search field to locate the Dialog Workflow component.
2. Drag the component into the project workspace and add a link between the Create...Token and Dialog Workflow components.
3. Right-click the Dialog Workflow component to edit the parameters.
   
   The Dialog Workflow component has five tabs for configuration. For this exercise, we will keep most of the default settings and focus on one tab in particular, the Interaction Setup tab.
4. In the Interaction Setup tab, under the User Interaction section, click the [...] to the far right of the Dialog Model field.
5. From the Edit Embedded Decision Model window, to build the New Employee Setup form, add a Form Builder component to the workspace and connect the Start and Form Builder components.
   

   Click to view.

6. Double-click the component to edit the form and when the Form Builder dialog box appears asking whether to add an outcome component, click Yes.
   

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7. From the Edit Object dialog box, click Submit and a Submit button is added to the form.
8. In this form, the following fields are captured and their field type is listed next to each form component that is listed.
   • User Name (TextBox Component)
   • Start Date (DatePicker Component)
   • Organization Unit (TextBox Component)
   • Location (TextBox Component)
   • Phone Extension (TextBox Component)
   • Equipment Needed (DropDownList Component)
   • Supervisor Name (TextBox Component)
   • Type of Employee (RadioButtonList Component)
9. Add Label components for each field of information to collect, using the order listed above, making sure to line them up under each other. This presents the fields to the workflow approver.
   

   Click to view.

10. Add a Text Box component for each field requiring text entry.
    
    When editing the first Text Box component, notice that an output variable name is required. Enter a name relevant to the data, without adding spaces or special characters.
    

    Click to view.

11. After adding and arranging all the text fields, add the Date Picker component to capture the Start Date.
12. Add a Drop Down List component to capture equipment needs. This component requires that a list of items be specified for the drop down.
    • Click the [...] to the far right of the Items field. From the Items Array Variable dialog box, enter Laptop Computer, Desktop Component, and No Computer as Constant Values, click OK, then click OK again to close the Edit Object dialog box.
      

      Click to view.

13. Add the Radio Button List component, specifying the following options in the Items Array Variable dialog box: Temporary Employee, Part Time Employee, Full Time Employee, and Contract Employee.
14. Add a theme to finish the form.
    
    A theme is a form template with a background image and look and feel settings.
    • In the toolbar, locate and click on the theme icon.
      

      Click to view.

    • From the Select Theme dialog box, highlight the default project theme option, click the Edit Project Themes button to display the Project Themes Dialog box, click the Add button to search through the available themes, and select the 'small white glossy square' theme under Business, Small Forms.
      

      Click to view.

15. Rearrange your Form elements, if required, to look appropriate with the theme.
    

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16. Click OK to close the form builder.
17. Configure the Dialog Workflow component by doing the following in order.
    • Click the Event Configuration Tab.
    • Under the Start Configuration section, next to the embedded model called Start Process, click [...].
      
      This is one place where the project task distribution can be configured. For this exercise, an email with an embedded link to the form will initiate the process.
    • Without disconnecting the link between the Start and End components, add a Send Email component by dragging the component over the connection string between the two components.
      
      This adds the component into the process without making additional connections.
18. Configure the email component by setting the From Address, To Address, and Subject.
    

    Click to view.

19. Set the HTML Content field by clicking on [...] to the far right of the field and typing the content that will appear as the body of the email.
20. In the Data window, a piece of data called Response Page Link is shown. Highlight and drag this into the body of the email. When finished updating the HTML Content, click OK.
    
    This configures a link to the form for the workflow approver to open in addition to email text.
    

    Click to view.

21. Configure information about the email server by doing the following steps in order:
    • In the SMTPServer Name field, enter a real server address for the process to run.
      

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    • Click OK.
    • Click OK one more time to close the Dialog Workflow component.

Step 4: Test the Project

To test the project

1. Click the Debug icon and, in the Running... window, double-click the Execute command.
   

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   The workflow project executes and pauses when it reaches the Dialog Workflow component. This is because the form must be filled before continuing execution.
   

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2. Click on the Respond link to open the form, enter the correct information into the form, and click Submit.
   

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   After the test is finished executing, the model appears highlighted through the End Component.
   

   Click to view.