[ADD] Employees: Onboarding

closes odoo/documentation#13211

X-original-commit: e3ccb2e7ff
Signed-off-by: Samuel Lieber (sali) <sali@odoo.com>
Signed-off-by: Lara Martini (larm) <larm@odoo.com>

content/applications/hr/employees.rst

@@ -111,6 +111,7 @@ employee record.
    :titlesonly:
 
    employees/new_employee
+   employees/onboarding
    employees/departments
    employees/certifications
    employees/equipment

content/applications/hr/employees/onboarding.rst

@@ -0,0 +1,164 @@
+==========
+Onboarding
+==========
+
+When a new employee is hired, it is important to have an onboarding procedure that can be followed.
+This ensures that information, equipment, and training are provided to the employee and any other
+necessary steps for the business are assigned to the correct individuals.
+
+Proper onboarding ensures that new employees are given all the information and tools needed to be
+successful in their roles and have a smooth transition to their new job.
+
+View onboarding plan
+====================
+
+Before onboarding can begin, it is recommended to check the default onboarding plan that comes
+preconfigured with the **Employees** app. To view the current default plan, navigate to
+:menuselection:`Employees app --> Configuration --> Activity Plan`. Click :guilabel:`Onboarding` to
+view the detailed onboarding plan form.
+
+.. _onboarding/plan-form:
+
+The plan form displays the following information:
+
+- :guilabel:`Plan Name`: the specific name for the onboarding plan.
+- :guilabel:`Model`: specifies where this plan can be used. In this case, in the **Employees** app.
+- :guilabel:`Department`: if left blank (the default setting) this plan is available for all
+  departments. Limit the use of the plan to a specific department by selecting the department using
+  the drop-down menu.
+- :guilabel:`Activities To Create`: this tab lists all the onboarding steps. Each row displays:
+
+  - :guilabel:`Activity Type`: the specific activity for the step. The default options are
+    :guilabel:`Email`, :guilabel:`Call`, :guilabel:`Meeting`, :guilabel:`To-Do`, or
+    :guilabel:`Upload Document`. If the **Sign** app is installed, a :guilabel:`Request Signature`
+    option is available.
+  - :guilabel:`Summary`: a one line description of the step.
+  - :guilabel:`Assignment`: chooses who completes the activity, relative to the new hire:
+
+    - :guilabel:`Ask at launch`: choose the user in the :guilabel:`Assigned To` field when
+      :ref:`launching the onboarding plan <employees/launch-plan>`.
+    - :guilabel:`Default user`: choose a user who always handles this activity. Defined in the
+      :guilabel:`Assigned to` field.
+    - :guilabel:`Manager`: assigns the employee's manager as defined on the employee record.
+    - :guilabel:`Coach`:  assigns the employee's coach as defined on the employee record.
+    - :guilabel:`Employee`: the new hire completes the activity.
+    - :guilabel:`Fleet Manager`: assigns the designated **Fleet** app manager. This option is only
+      available if the **Fleet** app is installed.
+
+  - :guilabel:`Assigned to`: this field remains blank, unless :guilabel:`Default user` is selected
+    for the :guilabel:`Assignment` field. If :guilabel:`Default user` is selected, this field is
+    populated with the selected user.
+  - :guilabel:`Document to sign`: the corresponding document requiring a signature.
+  - :guilabel:`Interval`: the time when the activity is active.
+  - :guilabel:`Unit`: the set time interval, either :guilabel:`days`, :guilabel:`weeks`, or
+    :guilabel:`months`.
+  - :guilabel:`Trigger`: how scheduling is determined for the activity. Options are either
+    :guilabel:`Before Plan Date` or :guilabel:`After Plan Date`.
+
+    .. example::
+       A laptop must be set up and registered to a new employee the day before they start work. The
+       person who performs this step should always be the IT Manager, Abby Jones.
+
+       To configure this activity with these parameters, the :guilabel:`Activity Type` is set to
+       :guilabel:`To-Do`, with a summary of :guilabel:`Assign Laptop`. The :guilabel:`Assignment`
+       field is set to :guilabel:`Default user`, and the :guilabel:`Assigned to` field is set to
+       :guilabel:`Abby Jones`. The :guilabel:`Interval` is :guilabel:`1`, and the :guilabel:`Unit`
+       is set to :guilabel:`days`. The :guilabel:`Trigger` is :guilabel:`Before Plan Date`.
+
+       .. image:: onboarding/activity-plan.png
+          :alt: An activity configured to assign a laoptop the day before an employee starts work.
+
+Onboarding plan steps
+---------------------
+
+The default :guilabel:`Onboarding` plan includes three default steps. All steps are
+:guilabel:`To-Do` activities, and are scheduled for the day the onboarding plan is launched
+(:guilabel:`0 days Before Plan Date`).
+
+- :guilabel:`Setup IT Materials`: the manager must gather and configure all IT materials.
+- :guilabel:`Plan Training`: the manager must plan the training for the new employee.
+- :guilabel:`Training`: the new employee must complete the training planned by the manager.
+
+.. image:: onboarding/onboarding.png
+   :alt: The three default steps in the Onboarding plan.
+
+.. _employees/modify-plan:
+
+Modify onboarding plan
+======================
+
+A single onboarding plan works only if the flow works for the entire company.
+
+.. note::
+   If the onboarding plan is universal, add to or modify the default onboarding plan. If
+   department-specific onboarding plans are needed, :ref:`create a new onboarding plan
+   <employees/create-plan>`.
+
+To modify the default plan, first navigate to :menuselection:`Employees app --> Configuration -->
+Activity Plan`, then click on :guilabel:`Onboarding`.
+
+To modify a step, click on it. In the :guilabel:`Open: Activities` pop-up window, make any desired
+modifications to the step, then click :guilabel:`Save`.
+
+To add a new step, click :guilabel:`Add a line` at the bottom of the listed activities in the
+:guilabel:`Activities To Create` tab, and a blank :guilabel:`Create Activities` pop-up window
+appears. Enter all the information in the pop-up window, then click :guilabel:`Save & Close` if
+there are no other steps to add, or click :guilabel:`Save & New` if more steps are needed.
+
+.. _employees/create-plan:
+
+Create onboarding plan
+======================
+
+Some companies require different onboarding plans, when there are department-specific onboarding
+procedures that do not apply to the whole company. For these cases, a new department-specific
+onboarding plan must be created.
+
+To create a new onboarding plan, :ref:`navigate to the desired plan and configure all the desired
+steps <employees/modify-plan>`.
+
+.. example::
+   A company specializing in the manufacturing and selling of outdoor metal furniture may have a
+   large factory that produces the products, and a separate sales office. This company may have two
+   separate onboarding plans, one for factory workers, and one for office workers.
+
+   The onboarding plan for the factory workers is set for the :guilabel:`Manufacturing` department,
+   and includes specialized tasks relating to factory jobs. These include gathering the new
+   employees uniform and safety gear, assigning a safety course, emailing their team about the new
+   hire, going over benefits, and more.
+
+   .. image:: onboarding/factory-onboarding.png
+      :alt: An onboarding plan configured for factory workers.
+
+.. _employees/launch-plan:
+
+Launch onboarding plan
+======================
+
+After an employee has been hired and their employee profile :ref:`is created
+<recruitment/new-employee>`, navigate to the desired employee's profile by clicking on their Kanban
+card on the **Employees** app dashboard, then click the :guilabel:`Launch Plan` button on their
+employee profile, and a blank :guilabel:`Launch Plan` pop-up window loads.
+
+In the :guilabel:`Plan` field, choose the desired onboarding plan. Then, using the calendar
+selector, set a date in the :guilabel:`Plan Date` field. This is typically the employee's first day,
+but any date can be selected.
+
+The right side of the :guilabel:`Launch Plan` pop-up window displays all the steps in the selected
+plan, grouped by what was selected in the :guilabel:`Assignment` fields on the :ref:`plan form
+<onboarding/plan-form>`.
+
+Once the :guilabel:`Plan` and :guilabel:`Plan Date` fields are configured, click the
+:guilabel:`Schedule` button, and Odoo schedules everything in the plan, according to their
+respective due dates.
+
+All scheduled activities appear in the both chatter of the employee profile, and in the chatter of
+the user's with assignments relating to the plan.
+
+.. note::
+   If any activity assignments were configured to :guilabel:`Ask at launch`, an :guilabel:`Assigned
+   to` field appears on the :guilabel:`Launch Plan` pop-up window. Using the drop-down menu, select
+   the user responsible for all the unassigned activities.
+
+.. image:: onboarding/onboarding-chatter.png
+   :alt: All onboarding tasks scheduled in the chatter.