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Getting Started

3 Posts authored by: fccrous Champion

Good day,

 

THE STORY

We have a consulting firm that is busy with a staffing optimisation project and the consultant phoned me to ask if I can add a Spreadsheet somewhere on the intranet so that the HR guys can book people for the training.  So I asked the consultant a few questions about the booking, i.e. Where will it be held? How many computers per training room? How many training rooms? How many sessions does one person attend? What is the main purpose?  After discussing this for a bit with him I told him that we can probably do something better with some SharePoint lists and a bit of workflow

 

THE DETAIL

The training will happen at one of our training centres at 2 of the training rooms. They are Training room 3 and 4 and there are 16 computers per training room.  There are also 2 sessions for each day with the possibility of adding a third session.   They want HR to be able to book the people for these sessions per computer but they should also not be able to delete each other's bookings.   They want to see this in a calendar view and he wanted the solution later the afternoon...(+- 3 hours later)

 

THE IMPLEMENTATION

At this point I had a quick discussion with  my colleague Leon Haasbroek and we discussed a few possible solutions.  Seeing that I didn't have a lot of time I decided on a quick and dirty solution because of the time limit.

 

SharePoint

I created a new calendar list and a custom list for all the dates.  I created the Possible booking days (custom list) with three columns with the data (data was built in Excel and uploaded via the Datasheet view)

  • Computer identifier
  • Status
  • Date

 

 

 

In the calendar list I added columns with Company relevant information, i.e. Employee name and Surname (Single line text because not all the guys have got email), Company/Personnel number, Position (Job title), Shaft (Business Unit that h/she works at) and then I pulled in the lookup fields for booking the date and computer.   I also configured the SharePoint Calendar list so that a user can only edit or delete the entries created by him or her. This will solve the issue of guys removing or bookings not made by them.  I changed the form with Nintex Forms

 

 

 

The Date selection filters the Possible Bookings Date list on the date field and the Training room field uses a view that already filters the list on status Open only.  So when I get to the Training Room selection I only see available computers for the date. The quick and dirty that I mentioned is that I combined a few fields into one field    In the form I also save the ID of the selected date in the ID connected to field.

 

 

You can see in this list I combined the Training Room - Computer nr - and Session all in one field. If I had more time I would split this and not have a list of 1280 instance but as mentioned it was quick to create the records in Excel.

 

The workflow on the Calendar list does 3 things:

  • First step is to go and book out the date in the possible dates list by changing the status to booked.
  • Secondly it creates the booking in the calendar list
  • Thirdly, if the Send email tick was ticked will get the employee's email and other details from SAP and send an email to the employee, manager and CC the HR person that made the booking.

 

In the Possible Dates booking step I just use and Update Action.

 

In the Create booking step I had to determine the session from the last digit because it was a combined field and then according to the session calculate the start and end times.  This was unfortunately hard coded in the workflow.  The ideal would be to have this in a list so that it is easy to add sessions.  I then updated the booking accordingly.

 

 

 

 

 

 

In the send email action I test if the send email tick was selected. then I get all the information from our SAP system that I need about the employee and about the manager and then I send the email.

 

 

 

 

So that was my solution.  I know...I took many shortcuts...please let me know how you would have done this differently.

 

Thanks for your time.

Good day,

 

We have not implemented this yet but I thought I would share it with you so long.

 

SharePoint with Nintex Workflow, Forms and Live allows you the opportunity to create an in-house e-recruitment solution without having to spend money on some of the other companies out there.

 

First Step:

Decide on the fields that you would like to capture information about. This list of fields would be the basis for your form.

I created all the fields as part of a Custom list on my SharePoint site.

 

Second Step: Build the Form

Then I started editing the Nintex Form for this list.  Move the fields according to your preference.

 

and add repeater sections for the information that might have multiple different entries.

 

I also forced certain settings on the attachment field.  There has to be a minimum of 1 attachment and I limited the attachment to certain file types.

 

Third Step: Publish

Then I enabled the Publish to Live which will create this page for me in the Nintex Cloud and return a URL to this form to me.  

The URL will look something like this - http://bit.ly/2jfs6dk3 and once clicked on will open the form for me in the internet

 

 

You can no go further and build all the necessary workflows on the SharePoint list to notify the relevant HR employees that look at your recruitment.

 

Another idea I have been thinking about is to take all the skills and qualifications listed by the applicants and through xml populate a separate database that can be searched for specific skills or qualifications and then linked back to a CV.

 

Let me know what you think about this or if you would have improved it in a different way.

 

Thanks for your time.

 

fccrous

External Course Confirmation

Posted by fccrous Champion Mar 2, 2017

Good day,

 

We had a request from our Human Resources Development (HRD) department to have the ability to request confirmation from external training providers for booked training sessions. The emails were going everywhere and it was almost impossible to keep track of the training sessions and their confirmations.

 

We suggested a two list solution to address the requirement:

  1. First list is where any of the training administrators can add a training intervention with the details of the external training provider.  The workflow starts as soon as the new item is saved.  It then generates a unique code (Item ID  + Company abbreviation) and sends and email to our HRD Training Manager.  After she approved the external course request and email is sent to the External training provider.  In this email there is the unique code generated as well as a link to a Nintex live form (discussed in next step).
  2. Second list is the list with a Nintex Live form linked to it.  The external training provider will then click on the link received in the email sent to them.  The form prompts the training provider to copy the unique code emailed to them and paste it in the single line text on the Nintex Live form and click save. 

    After clicking on save, Nintex Live will pass that confirmation back to the second list and the workflow on the second list will start that checks to see if the code returned is in the first list.  If found it will mark the confirmation as confirmed and email the Training administrator to confirm that the training intervention has been confirmed by external training provider.

 

This two list solution allows our HRD department to keep track of all external training intervention and to only follow up on the records for which no external confirmation has been received yet.

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