How does your company handle new hire access set up?
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‎09-07-2022 11:39 AM
Currently our company handles all of our onboarding via ServiceNow. When a new hire starts the manager receives a email to fill out ( a very large ) form asking what various access, phone system setup, ect. We are working on creating job templates in ServiceNow so when we have a new hire we already know what they need. We are finding with the size of company that this may be a tedious process to maintain.
I was curious how your various companies handle new hire set up and if you had any suggestions of software or plugins we could use alongside SN?
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‎09-07-2022 01:39 PM
We ask each department to give us the access needed for there new employee to hit the ground running. This is based on the manager/supervisor they report to and a code for that manager that we get from our HR system. I then created a table that listed these combining any that go to the same assignment group. So for example out SD handles most application/software access. So I have only 1 entry in the table that list all the applications for each code. We also have this separated by category (Software, Drive/folder, building, etc.). Once the manager and HR finalize the hire we get an email and I use an inbound action along with CartJS to submit the request for the manager. Let me know if there is anything that needs further explanation.
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‎09-09-2022 07:40 AM
Thats very similar to what we are doing except by using job code we have 20+ job templates for people who all do the same thing but are in different departments. Can you elaborate how you are categorizing your templates? We use jobcode and dept number to create say Sales023450 and SoftDev045870. Im interested in how you are using the manager instead?
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‎09-09-2022 04:29 PM
I wish we had job codes that would be easier to go on. So I have a table with the following in it.
| Access Category | Application Name | Description | PrivRole | Assignment Group |
Application Name is really the short description of the task. So fi the Access Category is Network Application Name becomes network. Then in the description I have all the folders they need access to. PrivRole is derived from a table that has the manager in it. I would not need this if I had job codes as I could use that instead. Basically for each category and PrivRole I create an entry and these entries become tasks. Note that sometimes I have to create 2 for the same category because App1 goes to the ServiceDesk and App2 goes to another group. I have a run script in my workflow that runs after the initial task for the account creation that lookup each record and crates a task.
