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 that can increase process visibility, eliminate redundant operations and reduce repetitive, manual labor errors.

K2’s HR management software solutions enable developers to solve clients’ problems by maintaining a monitored flow of information, and 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 network
  • Agreeing on initial targets and goals
  • Setting up a series of regular checkpoint meetings to discuss and monitor progress

A custom employee onboarding workflow must be created to improve security and eliminate repetitive mistakes and other omitted steps. Onboarding is too critical to trust regular paper forms and spreadsheets. A customized workflow is the right choice that fits the needs of the business perfectly.

Automating Onboarding Process

As employees recruits, the onboarding process is fundamentally the same catering to the basic requirements of 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 automation, 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 manual processes.

Overview of K2 Workflow in the Onboarding Process

The main feature of K2 as a process automation service is to provide its users with 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, data 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 that already have been built to save time building HR solutions tailored to your business needs.

Moreover, 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 later used as 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 to track critical checkpoints e.g. what decisions have been made?

This whole employee onboarding process views in a bird’s eye view via charts etc. to see what activities carry out in their entirety. These activities track & represents in a percentage which allows for any incomplete activity to be immediately followed up. This is what is included in the whole of K2’s reporting prowess which includes the aforementioned charts & graphs to depict key processes information & reveal & inefficiencies to boost productivity.


Hassan Askari