Define and document the lifecycle event process. Lifecycle events are generally cross-departmental and require action from different departments.

It is thus critical that everyone agrees on the flow and their areas of responsibility. As you map out a lifecycle event, consider who is responsible for owning the activity, what the activity type is, and if there is a targeted audience for that activity.

Defining the lifecycle event

As you map out and define your lifecycle event, consider the following.

  • What is the lifecycle event type? Examples of lifecycle events include employee onboarding, offboarding, and parental leave.
  • What are the different stages of the lifecycle event? These stages are represented as activity sets, which act as containers for the associated activities. Each activity set is triggered based on specified conditions.
  • What are the different activities for each activity set? For each activity, determine the appropriate owning group, activity type, and audience.
    • Who owns the activity? Lifecycle events generally span multiple departments. Each activity must be owned by the relevant group that is responsible for overseeing and maintaining that activity, such as HR, IT, or Facilities.
    • What is the activity type? Is it a task for an employee or fulfiller? An approval or notification?
      • Approvals
      • Tasks for employees
      • Activities for fulfillers, which can be configured as order guides, catalog items, HR services, HR tasks, incidents, and more
      • Notifications
    • Is there a targeted audience for the activity? Some activities are not required for all employees, and you can use audience records to target the activity to the appropriate user types.

Example: New hire onboarding

New hire onboarding is a lifecycle event that is included as demo data with the Lifecycle Events for Enterprise [com.sn_hr_lifecycle_ent] plugin. The event is organized into activity sets, such as pre-hire, pre-boarding, and day one, which represent different stages in the lifecycle event process. Each activity set contains one or more activities, such as a task for the employee to enroll in medical benefits or a request for an IT fulfiller to set up a new hire's phone and voicemail.

Lifecycle event for new hire onboarding and its associated activity sets and activities.