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Table of Contents

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Learning Objectives

After reading this article, you’ll be able to:

Tell the difference between ….
Create you own …
Import xxx

Inflow / Mutation /

Create an inflow/mutation/outflow
Create a task list
Create function provisions

Inflow, Mutations and Outflow

The inflow/mutation/outflow (IMO) process is used to register and manage all tasks and (the handing out of) facilities associated with the inflow (onboarding) of new employees, changes in the function (mutations) of employees, and the outflow of employees. These activities can be performed by different departments Different departments can perform these activities depending on the specific task or facility.

These tasks can be any type of task and can be created and managed by the client.

Examples of these tasks are:

Giving out a Laptop to a new employee by the IT department
Changing the access codes for an employee who is changing positions by the facility desk
Notify the manager about the first day of work of the new employee.
Taking the laptop back in when an employee leaves

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title	Functions

Functions

The different (Employee) functions that are used, can be defined

Functions are created via the menu option: "Employees"

and choosing the option

> "Functions

". This is

.”
Here you build a list of all the functions

(e.g.

that can be set on an employee. This could, for example, be a Director, HR manager, Office manager, or Consultant)

and these functions are used in the next part, to determine what intake tasks are needed

.
The functions you define here can be set on the employee card in the ‘Function’ field.
In the next chapters of this description, we will tell you how to define intake tasks for a (new) employee

,

based on

there

their function.

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title	Function provisions

Function provisions

Via

By configuring the function provisions

(menu option under "Employees"), the different tasks and facilities that are required or optional for the inflow and outflow of employees can be added.

Provisions can be defined as two things:

Tasks that need to be handled for the inflow or outflow of an employee, the employee actually receiving an item that needs to be handed back when the employee leaves. E.g. The task to order and give the new employee a bouquet of flowers as a welcome gift (this bouquet will not be registered as "in use" by the employee and the bouquet does not need to be given back when the employee leaves).

Facilities that need to be handed out to the employee (or taken back in). These facilities will be registered as in use by the employee (E.g a laptop and smartphone)

, you define what tasks are generated when starting an inflow or outflow. You can set up general provisions for every new employee (Flowers on their first day) and function-specific provisions (specific access badge for Technicians).

Via function provisions, the menu option under "Employees,” you can define the following function provision types:

Provisions - it is mandatory to link an asset to a provision. A provision is handed out during the inflow and taken in during the outflow process. For example, a laptop, phone, or access badge. These items will be registered in and out of use.
Inflow tasks. For example, flowers on the first workday or for the manager a task to subscribe the new employee to some mandatory training program.
Outflow tasks. For example: organizing a farewell party.

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Per function provision, the following fields and options are available:

Field	Description
Type	Provision, inflow task, or outflow task. This choice determines some additional options. If it is a Provision, you can specify the asset category and specific asset of the provision. If it is an

inflow or

inflow task, it is only available in the inflow process.
If it is an outflow task, it is only

becomes

available in the

specific inflow or

outflow process.
Function dependent	Yes or

no

No.

If this is set to no, the provision is available to add in every inflow process.
If this is set to yes,

it becomes possible to

add the employee functions for which this task or provision is needed.

This provision then only becomes available to add in inflow processes for employees with these specific employee functions

The functions to which the provision is applied are added at the bottom of the page in the ‘Functions facilities’ include.
Basic issue/take in item	Yes or

no

No.

If this is set to yes, the task/provision is automatically added to an inflow/outflow/mutation if

it is

relevant

for

to the employee function.
If this is set to no,

it is optional to add

adding this provision to an inflow/mutation/outflow is optional.

For example, an email account is always required,

so this

which is considered a basic item. A smartphone might be optional (even for employees with the same functions).

Treatment

When set to no, the provision can be added as an optional item to the inflow.
Service group	Which group gets the task to handle this task/provision. For example IT or Facility.
Approver group	If this task/provision needs to be approved first

, a

. A group can be defined here. If it is left empty, the process of the intake task skips the

approve

approval step.
Dependent on	It is possible to specify another function provision here. The intake task will then wait upon

the

handling

of

this other intake task

,

before

generation

generating a task for the

treatment

service group to handle this task/provision.
For example, the task to install all the relevant software on the new laptop by the IT department can only be done after the laptop is ordered and received by the facility department.

Task list

In order to avoid having to handle a lot of separate tasks via the system by the same treatment group, all tasks related to the same main task,

it is possible to add task lists to a task/provision.

Read

You can just read further down the article to read more about task

list

lists.
Asset category	Only available if "Type" is set to "Provision". In this field, the specific Asset category is defined. In the intake task that will be generated based on this Provision, the

treatment

service group can choose the (available) assets in this category.
Asset	It is possible to specify one specific

assets

asset. If this is done, this asset is automatically added

in

to the intake task for this specific provision

,

; the

treatment

service group does not need to choose between all assets of a certain category.

This is only relevant for assets that are not

register

uniquely

,

registered but only

registered

once with a high quantity.

An example is a user account for a certain software system, you want to know who has an account, so you need to

handed

hand it out and register that it is in use by the employee, but all employees that use it, can be linked to the same asset.

If you want to track individual assets

(

.
For example, you

do want

would like to know exactly which laptop

and smartphone

is used by whom and how old

is

that laptop

and which sim cart

is

issued to that smartphone)

this field needs to be left empty

,

so that a unique asset can be handed out for every intake task.

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Expand

title	Task lists provisions

Task lists provisions

Info
N.B: Task lists are optional and not needed for a correct inflow process

Every function provision in the previous part will generate a separate intake task to be handled by the

treatment

service group.

In order to

To avoid a lot of

administrative clicking, and bundle multiple tasks together in one task (without the need for a separate proces for each task)

steps and clicking, it is possible to configure task lists

(

.

An example of a task list

of task names and the order in which these tasks are displayed in a list).

:
- Create copies of the passport of the employee
- Sign the employee in for the introduction program
- Register the names and phone numbers of the emergency contacts of the employees".

By creating a task list, HR would see one task in their task list instead of three separate tasks.

Step 1: create a new tasks list provision

Navigate to “Task lists provisions” in the menu on the left under “Employee.”
Click on the “Add” button next to Pivot.
Click the “Add” button to add an (extra) task.
You can rearrange the display order by changing the order number.
Add a description of the task in the “Task” field.

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Now you have created a task list, and the task with the list inside will show up on the startBoard of the user responsible for the task after starting an inflow process.

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Step 2: Add the task list provision as a function provision

A task list can be added to a

Function provision and is the also

“Function provision” and shown in

a

an intake task

that is

generated based on this function provision.

The intake task can be handle just like any other intake task, but the task list is also shown and each of the items in the task list can be set to "executed" (Yes/no) with the possibility to add a comment.

Follow the next steps to add a task list to a function provision:

Navigate to “function provisions” under the menu option “Employees”
Select the function for which you want to add a task list and press the “Search” button.
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Press the “Add” button to create a new function provision
Fill in the fields; if you need extra info about a field, hover over it, and a help text will appear.
Please note that you choose the “Service group” that fits the task list you add to the provision.

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This makes it possible only to

only

have one main task

(E.g. "HR tasks for the inflow of a new employee") to have to (administratively) handle, but a list of "Sub" tasks

; for example: "Inflow HR Task List,” a list of tasks that can be shown to the

treatment

service group

,

as a reminder to do all

of

those tasks

, before handeling this (main) task. For example: -Create copies of the passport of the employee, Sign the employee in for the introduction program, register the names and phone numbers of the emergency contacts of the employees".N

.

B: Task lists are only optional and not needed for a correct inflow proces

Expand

title	Inflow

Inflow

After the above objects are all registered, the actual inflow process of new employees can start. An inflow can be created via the tab

Step 1: Start the inflow

You can start a new inflow in two ways:

Open an employee card > navigate to the "Issue/take in"

wihtin the context of a specific employee. The employee will then be set automatically in the inflow, as well as the planned date (set on the "Hire date" of the employee).

tab > click the ‘New’ button > choose inflow > Ok. The planned date is set automatically based on the employee’s hire date.
Note: this is the preferred
An inflow can also be created via the left menu option "Issue/take in

" and

.” Press the “new” button. Next,
choose the option inflow and press the “Create” button. In this case, the employee and planned

date need to

date (hired date) must already be set

in

during the

first step of the inflow proces..

creation of an employee.

Step 2: Submit the inflow

After the employee and the planned date are set (both mandatory fields), the inflow can be submitted

and will get the status "Submitted". The system will have generated

.
The status will change to "Submitted” and Workplace Management will generate all the basic intake tasks for this inflow

,

based on the function provision settings (in relation to the function of this employee).

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Step 3: compose inflow (doublecheck settings and add additional tasks/ facilities)

In this status, the inflow/outflow manager can

still added

add additional intake tasks

(Any function provision can be added if desirable, even if the function provision is not related to the function of the employee)

and remove intake tasks.

Next to that the treatment

Also, the service group of a specific intake task can be changed (To

give

allow users

the freedom

to divert from the standard settings

, if in this specific situation, the tak needs to be done by another group

).
After all the relevant tasks are added for this inflow, the inflow

manager

can

forward

be forwarded the inflow via the function "Composition completed

". Based on the client setting (Review IMO (manager) (Yes/No) the manager of the new employee will receive

."

Step 4: Approval of composed inflow (optional)

When enabled in the module settings, the new employee’s manager receives a task to approve the inflow (or changes some of the intake tasks

(e.g.

, add or remove

some of the tasks/facilities needed for this employee

task) if this setting is "

yes"

Yes.”
If the setting

"Review IMO (manager)" is set to "No" or the manager has approve

is disabled or when the manager approves the inflow, the inflow will get the status "In progress," and the sub-workflow

's

for all the intake tasks

are As stated above, each

will be started.

Each of the intake tasks needs to be completed (or cancelde) before the inflow will progress to the next status.

Inflow tasks

Step 5: handling the inflow tasks

Each of the intake tasks also follows a workflow. This workflow has the following options:

Waiting:
If the intake

taks

task is dependent on another intake task (based on the settings in the related function provision), it will start in the status "Waiting

" and

.” After handling the dependent intake task, it will automatically continue to the next status

after the dependent intake task is handled

.
Review:
If the intake task needs to be approved (based on the settings in the related function provision), it will get this status, and a

taks

task for the "Approve by" group is generated.
Execute:
In this status, the intake task can either be handled directly

,

or assigned to one specific person in the

treatment

service group (the intake task will then get the status "Execution" with the same options).

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Step 6: inflow finished (incl. optional approval from the inflow outflow manager)

When all tasks are finished, the inflow workflow will automatically close. Or when the setting ‘Review handling’ is enabled in the module setting, the inflow outflow manager will get one final task to review the inflow.

Expand

title	Mutation

Mutation

Mutation is used when an employee changes function.

How to create a mutation

To create a mutation, follow the steps explained in the previous chapter on ‘Inflow. Ensure that in step 1, you select ‘Mutation’ instead of ‘Inflow.’

Inflow vs. mutation

The mutation

proces

process is

equal

almost identical to the inflow

proces, with the only difference in how intake tasks are (automatically) generated and the possibility that some intake tasks for type "Provision" require the intake (instead of the handing out) of an asset.Automatically generating

process. The difference is that the mutation process considers the provisions already handed out and compares them to the provisions needed for the new function. For example, the employee is changing to a position where the employee no longer requires a mobile device.

Issue tasks and intake tasks

In case of a mutation

(an employee changes functions)

, the system

(after the mutation is submitted) will generate the intake

will

Generate the issue tasks based on the new function of the employee

, but also checks what facilities (based on active object use)

. These work the same as inflow tasks and;
Checks which facilities the employee currently has

, that

to see if they are no longer relevant for the new

function (no function provisions for this

function

and provision combination)

. For those facilities, intake tasks are generated (

To

so take in the asset instead of

give

giving it out).

Next to that, in the next step (Submitted), the inflow/outflow manager can also add extra tasks for the intake of facilities (selection options are based on the current assets the employee has).

Intake tasks to take in a provision

Intake tasks for the intake of a facility, differ to the intake tasks to give out a facility in the following ways: -The asset is automatically set in the intake task (no need to select it) -In the intake task, the function "Take in" needs to be executed (which will set the endDate of the object use) before the task can be handled

Expand

title	Outflow

Outflow

The outflow proces is equal to the inflow proces

Expand

title	Outflow

Outflow

How to create an outflow

To create an outflow, follow the same steps as you would for an inflow; only choose “Outflow” instead of “Inflow” in step 1.

Outflow vs. mutation

The outflow process is similar to the inflow process, with the only difference in how intake tasks are (automatically) generated and the possibility that the intake tasks for type "Provision" require the intake (instead of the handing out) of an asset.

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When the outflow is submitted, all the tasks related to the employee’s function

of the employee

or without a function (applies to all) with the type "Outflow task" will be generated.

Next to that, just like in the mutation proces for assets that are no longer needed for the new function, based on all the object use, intake

Intake tasks are generated to take in

alle the

all assets. These tasks are assigned to the same group that gave the asset out to the employee in the first place.

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Summary

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Exercise

#1
#2

Using the inflow/mutation/outflow process, you can manage the different tasks regarding the various processes.
You can create and edit function provisions and task lists to simplify/optimize your inflow/mutation/outflow process.

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Version	Old Version 2	New Version Current
Changes made by	Sergio Karijodinomo	Sergio Karijodinomo
Saved on	Jun 21, 2023	Dec 19, 2023

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Key

Content

Learning Objectives

Inflow, Mutations and Outflow

Functions

Function provisions

Task lists provisions

Step 1: create a new tasks list provision

Step 2: Add the task list provision as a function provision