HR Management in Salesforce
- Former user (Deleted)
As an interim solution until we get the new HR system in place, we have built a solution where Employees can be added within Salesforce.
It works using the Account & Contact objects and has been locked down so only those who use the VW Standard HR Profile will be able to view, amend, and add records in.
Firstly there is a ‘Virgin Wines Online Ltd’ HR Account. There is not much detail required on here.
Then there are ‘Contacts’ associated to this account which are ‘Employees’ - these are created in the following way (if doing individual contacts)
Scroll down on the Virgin Wines Account until you see the ‘Contacts’
Click the top arrow on the right hand side and click ‘New’
If you have access to multiple record types, it will ask you to confirm the type (if you do not see this page then you only have access to the Employees type)
Select ‘Employees’ and click ‘Next’ and you’ll be shown a form where the Employee information can be filled out
Fill out the form and click ‘Save’ and the record will be created and associated to the Virgin Wines HR account
When required, you can send out a document to be signed by the Employee. To do this, click the ‘Generate HR Document’ button at the top right of the page
This will open up Conga and you’ll see it getting authorisation and then loading up.
Select the document you wish to send out by clicking the name of it and it will highlight
If you wish to preview the document so you can amend it if required, click the ‘Preview’ button, it will download a copy of the document - with the relevant fields merged in.
Otherwise, click the ‘Merge & Conga Sign’ button at the bottom right. A progress bar will appear showing it is loading up
Then you will see a ‘Create Transaction’ page
On this page, you can see the recipients of the document and amend them if you wish - if ‘Signing Order’ is red, this means that whoever is at the top of the list will receive the document to sign first, then after they have signed it, it will go to the next person.
To amend a recipient, remove the recipient you wish to change by clicking the 'X' on the right hand side
Then click ‘Create New Recipient’ and a popup will appear where the details can be entered.
Enter the details - remember if you are signing on behalf of someone but need it to be emailed to yourself, enter their name but your email address.
Click ‘Save’ and the new recipient will go to the bottom of the list. If this recipient needs to sign first - drag it to the top of the list.
From this point, you can either ‘Send Now’ or it is always good practice to click ‘Preview and Tag’ - then you can adjust the formatting if required. Click this and you will be shown the document - if 2 signers are required you will see colour coding for signer 1 and 2.
If the Signature boxes are slightly out of alignment, then simply click and drag them into position. Otherwise if you are happy with the document, click ‘Send’
Once sent, you as the initiator will receive an email confirming the document is sent, the first signer will also receive an email, you will receive an email when it has been viewed, and again when it has been signed. Once signed, the second signer will then be emailed - again you will get a confirmation email that this has happened. When the document has been completed and signed by both people, then the document will show as ‘Complete’ on the Contact record, and be attached to it.
