Onboard new employees - download.microsoft.comdownload.microsoft.com/.../7_Onboard_new_employees.pdf · Add workflows to help automate processes (like requests) with your custom lists

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Onboard new employees

TRAINING

EMPLOYEE HANDBOOK

WELCOME VIDEO

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Give new employees easy access to onboarding forms, announcements, documents, and even videos.

Newsfeeds or Yammer can help new employees share important information with each other.

Check out the yammer app at http://adak.ms/yamapp

A one stop shop for new hires

SharePoint can help new employees hit the ground running on day one.

www.discoversharepoint.com/HRPortal

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Build an onboarding hub for new employees by creating a new employee site.

Create a new subsite of the employee portal site. Give it a title, description, URL, and a built-in template to get up and running quickly.

Set up your site


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A lot of apps are available to help you get started with your site.

The Asset Library app helps you store videos and makes them easier to find.

Expand your site with apps


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Build video libraries by uploading media content.

Just drag videos from your desktop to the video library.

Organize your media


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Give people a sneak peak of your video by adding a thumbnail.

Click Capture thumbnail from video, press play, and then click the camera icon to capture the image you want.

Add a thumbnail


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Play the video and click the Get embed code icon in the video player. Next, copy the code to your clipboard.

Embed a video

Highlight important videos that you don’t want new employees to miss by embedding them onto your home page.


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Choose a spot on the page to add your video.

Paste in your copied code, and the video will be displayed directly on the page.

Embed a video


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Make sure to save your changes.

The employee orientation video is now embedded in the onboarding page, so new employees won’t miss it.

Embed a video


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Add more parts to enhace your site — the Announcements app is a great way to share short messages with users.

Spread the word


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On the Insert tab, click Web Part, select Announcements from the list, and then save the selection.

Get the word out

Once created, add the Announcements Web Part to your onboarding site.


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Now that you’ve added videos and announcements, let’s improve the document library by allowing others to review site documents.

Click Yes on the Allow items in this list to be rated option. Then choose a rating system: Likes or Star Ratings.

Improve your content


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Over time, you might want the top-rated documents to show up first in your library.

Create a view to change how documents are displayed on the page.

Create a document view


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On the Standard View page, give your document view a name, and choose relevant columns to display.

Sort your list by certain column attributes — here, we sort by top rating.

Configure your view


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Return to the home page to apply your new view to the Documents Web Part.

Click on a Webpart dropdown to edit its properties.

Apply the view


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Editing the view lets you limit the number of items, control list sorting, order columns, and more.

Modify the view


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Beyond documents, videos, and links, you can refine your site with custom lists. A custom list is a great way to create a basic form for capturing requests, such as a request for matching new employees with mentors.

Create a custom list


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First, create a column for requesting a mentor. Columns are the building blocks of custom lists.

Give your column a name, and then choose what kind of data you want it to capture.

You can even populate a choice menu with custom value — like departments within your company.

Gather data electronically


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The columns that you create surface on your custom list page of the new employee portal.

When adding new items to the list, the columns you created become form fields to gather information from new employees.

Create a column


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Add workflows to help automate processes (like requests) with your custom lists. Create a workflow to notify HR when a new employee submits a mentor request. The workflow will be triggered when the new employee submits the form.

Built-in templates make this process easier.

Make sure your workflow starts automatically by selecting the Creating a new item will start this workflow check box.

Add a workflow


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Assign people to the approval process and give them a timeframe for completion.

That’s it. Your workflow is ready to go! When employees submit a request, the HR team will be notified.

Assign a workflow


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Finally, integrate your new site within the company by adding important links.

Connect people with each other


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Create links to your newly created forms to help employees find them easily.

Add useful links


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Save the Useful Links Web Part to the home page.

Add useful links

The last step is adding the Useful links app to our main page.


25 www.discoversharepoint.com/HRPortal

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