New Hire Doc Management

Open

How it works

• Get the details for the users through a webhook trigger of the Greenhouse hired candidate documents.

• Add the output meta for the same.

• Add the FTP readers and CSV Parser for reading the files.

• With the help of loop add the Google Drive with the collector for collecting the new hire’s documents.

• Now connect the Loop with Adobe Sign for managing documents with the help of conditions, and send the mail through Gmail.

• After completing based on the condition post a message through the Slack channel.

Following are the steps that will help to configure the automation:

Steps to configure

1. Click on start and the below form will appear on the screen.

2. Now add the name “start”, describe “starting node, select webhook from the configuration.

   Open

   

3. Now add a URL into the input field. A webhook is a lightweight API that powers one-way data sharing triggered by events. Together, they enable applications to share data and functionality and turn the web into something greater than the sum of its parts. APIs and webhooks both allow different software systems to sync up and share information.

4. Add the output meta for fetching the details of Greenhouse hired candidate documents. Output metadata is the type resolution for the result of a component. Each component can provide either static or dynamic metadata for the payload and attributes, isolated from each other. Click on browse, and add the metafile in a JSON format in the file name.

5. Now add FTP Reader to read the files. Once you click on the FTP Reader, the below form will appear on the screen.

6. In the connection, input add Sapper FTP. Create an OAuth2.0 connection using https://sappersoftware.atlassian.net/wiki/spaces/SD/pages/63602585 template or use the pre-defined connection.

7. Now, add the required file in the directory path field. A directory can be reached by a unique path, known as the path name, through the file system tree structure. The path name specifies the location of a directory or file within the file system.

8. Provide the information for how the file needs to be read. In this automation add “Using file name”.

9. In the select files, option add the file for new hire document management.

10. Now, connect CSV Parser with the FTP Reader for adding the documents. Click on CSV Parser and the below form will appear on the screen.

11. In the CSV input type add “Using file” for providing the details related to the file format. A CSV is a comma-separated values file, which allows data to be saved in a tabular format.

12. Now, add the respective file in the file field.

13. In the output meta add the file of document for the new hires.

14. Add a Loop for searching the documents from Google Drive. Loop helps the automation to run continuously. It’s like repeating the same things again and again as per the requirements.

15. Click on Google Drive and the below form will be appear on the screen.

16. In the connection add “Google Drive Rest Oauth Connection”. Create an OAuth2.0 connection using https://sappersoftware.atlassian.net/wiki/spaces/SD/pages/63602585 template or use the pre-defined connection.

17. Add an action, “search file or folder in Drive”. Action objects let you build interactive behavior into Google Workspace add-ons. They define what happens when a user interacts with a widget (for example, a button) in the add-on UI. An action is attached to a given widget using a widget handler function, which also defines the condition that triggers the action.

18. Provide the details of the “new hire documents file” in the name of the file.

19. Now, with the help of collection collect the documents of the new hires in Greenhouse.

20. Put the conditions for Adobe Sign and Slack. The conditions are the uploaded documents from the company and the candidate’s document should be the same.

21. Check for the condition expression from the below format.

22. Now, click on Adobe Sign and the below form will be appear on the screen.

23. In the connection field add “Adobe Sign Rest Oauth”. Create an OAuth2.0 connection using https://sappersoftware.atlassian.net/wiki/spaces/SD/pages/63602585 template or use the pre-defined connection.

24. Add the action as “Get Agreements in Adobe”. Adobe Sign actions enable the user to verify and update the agreement settings like the recipients, signing order, agreement details like name, message, language, and signature type, reminders, agreement deadline, security options like password protection, and the attachments to be sent for eSignature.

25. Provide the agreements Id that you wanted to upload. Here will be the new hire’s documents.

26. Now send the document details mail to the users through Gmail.

27. Click on Gmail and the below form will be appear on the screen.

28. In the connection field, add “Gmail Google Rest Oauth”. Create an OAuth2.0 connection using template or use the pre-defined connection.

29. Add “send mail” in the action field. Actions enable users to interact with your product or service right inside Gmail. Actions can be declared in two ways: in-app actions or as go-to actions.

30. Provide a relevant email id in the to address field. An email id is the unique identification of the users that are required to send the emails. For example Sample@gmail.com

31. Mention the subject as “new hire document management”. The subject field is a brief description of the message. It displays in the recipient's inbox before they open the message.

32. Now, send the message with the brief details to the user for their better understanding.

33. After completing the process send a message through Slack for posting the notification.

34. Click on Slack and the below form will be appear on the screen.

35. In the connection add “Slack”. Create an OAuth2.0 connection using template or use the pre-defined connection.

36. Add “send message to slack” in the action field. An action appears on the home page, of the Salesforce account in the chatter tab. It’s recorded in chatter groups, and on record detail pages. It’s just as object record pages have page layouts that can be customized, actions have action layouts that can be customized.

37. Now, fill in the channel name where you wanted to post the notification. A channel's name lets people know what it's used for. If the purpose of a channel changes at any point in time, it can be renamed.

38. Fill the message field with an appropriate summary. It can be a combination of formulas and text. For example, a candidate is hired in Greenhouse id, first name, last name, title, and signed document details of the candidate.

39. Now add an aggregator and complete the configuration.

40. Save the automation for future use.