Overview of K2 Workflow in On boarding Process

Introducing K2 as a Process Automation Platform

HR consists of a wide variety of processes with integrated levels of checks & verifications across departments. K2 helps automate these HR processes through workflows which can increase process visibility, eliminate redundant operations and reduce repetitive, manual labor errors.

K2’s HR management software solutions enables developers to solve client’s problems by maintaining a monitored flow of information, accurate & timely delivery of information.

HR Onboarding Process explained

A simple Onboarding Process includes:

  • Having a role and responsibilities discussion with new employees’ line managers
  • Matching your new team member with a buddy and or mentor
  • Introducing the new person to key people; i.e. help them to network
  • Agreeing initial targets and goals
  • Setting up a series of regular checkpoint meetings to discuss and monitor progress

It’s imperative that a custom employee on boarding workflow must be created in order to improve security, eliminate repetitive mistakes and other omitted steps. On boarding is too critical to trust regular paper forms and spreadsheets. A customized workflow is the right choice that fits needs of the business perfectly.

Automating Onboarding Process

As employees are recruited, the onboarding process is fundamentally same catering for the basic requirements for each employee, which might include:

  • Employee badge
  • Company key ID
  • A Computer and software
  • HR setup (to maintain logs)
  • Company Email mailbox
  • Home folder

This points to the fact that every employee’s onboarding process is roughly alike. Repetitive & similar tasks are prone to automated, excluding some processes due to their physical nature e.g. signatures. Fully automating a process like this requires five steps:

  1. Firstly, documenting all manual processes.
  2. Marking & Cutting out tasks that cannot be automated.
  3. Document each step in detail.
  4. Scripting the processes.
  5. Recording any processes which are manual.


Overview of K2 Workflow in On boarding Process

The main feature of K2 as a process automation service is to provide its users a smooth experience of handling business logic without any coding involved. It accomplishes that through its Inline Functions (which cannot be used in anything other than a K2 workflow). These include functions like text manipulation, data conversion, date handling etc. All of these functions can be used in a drag and drop manner when setting the workflow step outcomes. The end user can easily configure the process to include data & calculations that can automatically affect the flow of the process. K2 also allows you to reuse process components which already have been built in order to save time building HR solution tailored to your business needs.

This is helpful especially when one is working in familiar environments such as SharePoint. The HR professional enters the employee’s credentials in a one-time manner, which is then used as an information to communicate across systems. Even if an exception or an unusual situation occurs, K2 will automatically notify & will ask the user to reroute the whole process accordingly. Key influencers (who are usually involved in the recruiting process) approvals within the organization such as the Finance Department, Top management (CFOs etc.) can be systematically set within the workflow in a very user friendly diagrammatic interface in order to track critical checkpoints e.g. what decisions have been made?

This whole employee onboarding process can also be viewed in a bird’s eye view via charts etc. to see what activities are being carried in its entirety. These activities are tracked & represented in a percentage which allows for any incomplete activity to be immediately followed up. This is what actually included in the whole K2’s reporting prowess which includes aforementioned charts & graphs to depict key processes information & reveal & inefficiencies to boost productivity.


Hassan Askari