question

KarlRolfe-7045 avatar image
0 Votes"
KarlRolfe-7045 asked YiLu-MSFT edited

How to use the Employee onboarding template for employee onboarding

I don't understand how to use the Employee onboarding template. I can install it but how does it help me onboard individual employees?
I want to have a list of required documents the new employee must read and acknowledge that they have read them.
So, in the list, I create an entry for each of the documents and share the list with the new employee. They go through, read the documents, tick the box to say they have completed the reading and fill in the date. All good.
But when my next new employee comes along and I send them to the list the required readings are all still filled in from the previous employee. Do I need to create a new list for every new employee starting? Or am I expected to clear the list of responses after each new employee? I think I am missing something fundamental here. The link to the documentation is here:

https://support.microsoft.com/en-gb/office/list-templates-in-microsoft-365-62f0e4cf-d55d-4f89-906f-4a34e036ded1


office-sharepoint-online
· 4
5 |1600 characters needed characters left characters exceeded

Up to 10 attachments (including images) can be used with a maximum of 3.0 MiB each and 30.0 MiB total.

I am currently looking into this issue and will give you an update as soon as possible.

Thank you for your understanding and support.

1 Vote 1 ·

Hi @KarlRolfe-7045
Sorry for the delay, I want to confirm that whether this list is created by yourself or it is provided by the site. If it is created by yourself, whether the column type where users tick the box is Yes/No column? In this case, you need to add more Yes/No columns for different users.

If the list is provided by the site, could you please show me the screenshot to let me know which template you are using and what the list looks like.


If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.


0 Votes 0 ·

Hi @YiLu-MSFT,
It is a list I have created myself using the template Employee onboarding from the list Templates:
196424-image.png


0 Votes 0 ·
image.png (35.8 KiB)

And this is a screenshot of the list:
196398-image.png


0 Votes 0 ·
image.png (16.4 KiB)
YiLu-MSFT avatar image
0 Votes"
YiLu-MSFT answered KarlRolfe-7045 commented

Hi @KarlRolfe-7045
In this case, you could create more items and attach the same document to these items at the same time, the result is like this:

196406-image.png


Every item is for one new employee.


If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.



image.png (26.4 KiB)
· 1
5 |1600 characters needed characters left characters exceeded

Up to 10 attachments (including images) can be used with a maximum of 3.0 MiB each and 30.0 MiB total.

OK but where do I assign the employee's name?
And then do I need to create a new item every time for each document and each new employee?
For instance, would I have one item for "reading and accepting our privacy policy" for Employee A,
another item for "reading and accepting our privacy policy" for Employee B,
another item for "reading and accepting our privacy policy" for Employee C, etc etc?
This sounds like a lot of work with a lot of repetition.

And then Employee C would be able to see the records for all previous employees, which is not good privacy practice.

If this is how the list works I can't see anything special about it and why we would even have a template for it.

0 Votes 0 ·
YiLu-MSFT avatar image
0 Votes"
YiLu-MSFT answered YiLu-MSFT commented

Hi @KarlRolfe-7045
If you want to save only one item in your list, you could use Power Automate to achieve your goal:

196486-image.png


196535-image.png


In my case, I get the attach file from my site, you could choose different path as you want. As a result, once we delete the item in this list, it will create a new item with the attachment automatically.

What's more, the item could also be deleted automatically, just login M365 admin center > Data lifecycle management, create a label and set the retention time as you want (for example I select 7 days):

196497-image.png


196437-image.png


As a result, the item will be deleted 7 days later, at the same time, a new item with attachment will be created automatically.


If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.



image.png (36.3 KiB)
image.png (33.8 KiB)
image.png (93.0 KiB)
image.png (22.6 KiB)
· 5
5 |1600 characters needed characters left characters exceeded

Up to 10 attachments (including images) can be used with a maximum of 3.0 MiB each and 30.0 MiB total.

Hmmm, OK that is one solution. But it means that if I have 7 employees starting in that period they will all see the items meant for the other employees, as well as their own, and they could potentially put responses into the wrong item.

0 Votes 0 ·

Hi @KarlRolfe-7045
If you would like every list corresponds to only one employee and have 7 emloyee at the same time, then you need to create 7 list. There are different methods for different needs.

For example, if you have 10 users need to read articles at the same time, you need to create 10 items for them. What's more, you need to add a person column for them to fill in to identify who complete the reading. If you want to protect the users' privacy, you could not grant the permissions for them all (use unique permission for the list), you need to share one item for only an employer at one time. The result is like this:

196768-image.png


If I sign in the list with the account which only have the permission for one item, I will only see the item for myself:

196803-image.png



If you only use the list for one employer at one time, you could use the method I provided previously.

If you need the list works for a lot of employee at one time, it means that you need to create bulk items, to save time you could use powershell to achieve this. You could refer to this article:
https://www.sharepointdiary.com/2014/08/sharepoint-online-add-new-list-item-using-csom-powershell.html


0 Votes 0 ·
image.png (28.9 KiB)
image.png (39.2 KiB)

To explain use unique permission for every emloyer in more detail, first we need to stop inheriting permissions by list settings > Permission for the list > stop inheriting permissions:

196851-image.png


Then modify the permission (delete all the emplyee's permission), and share each item for specific employer:

196796-image.png


196775-image.png



As a result, each emplyer could only see and edit the item sharef for himself.

0 Votes 0 ·
image.png (16.5 KiB)
image.png (43.9 KiB)
image.png (44.3 KiB)
Show more comments
YiLu-MSFT avatar image
0 Votes"
YiLu-MSFT answered YiLu-MSFT edited

Hi @KarlRolfe-7045
If there are several documnets you need to attach on each item, you could try to complete it using powershell, in this method you could save time. The code shown below is about adding multiple attachments to the list item, before running it we need to add all files from a given folder to SharePoint Online.

 #Set Variables
 $SiteURL = "https://crescent.sharepoint.com/sites/pmo"
 $ListName = "Projects"
 $ItemID ="2"
 $FolderPath = "C:\Temp\Docs"
     
 #Connect to PnP Online
 Connect-PnPOnline -Url $SiteURL -Interactive
     
 #Get the List Item
 $ListItem  = Get-PnPListItem -List $ListName -Id $ItemID
     
 #Function to Add all files as a attachment to list item
 Function Add-AttachmentsFromFolder($ListItem, $FolderPath)
 {
     #Get All existing attachments from list item
     $AttachmentFiles = Get-PnPProperty -ClientObject $ListItem -Property "AttachmentFiles"
     
     #Get the File and Add to List Item Attachment
     ForEach ($File in  (Get-ChildItem $FolderPath -File))
     {
         $AttachmentFile = $AttachmentFiles | Where { ($_.FileName -eq $File.Name) }
         If($AttachmentFile -eq $Null)
         {
             $AttachmentInfo = New-Object -TypeName Microsoft.SharePoint.Client.AttachmentCreationInformation
             $AttachmentInfo.FileName =  $File.Name
             $AttachmentInfo.ContentStream = $File.OpenRead()
             $AttchedFile = $ListItem.AttachmentFiles.Add($AttachmentInfo)
             Invoke-PnPQuery
             Write-host -f Green "Added Attachment File:"$File.FullName
         }
         Else
         {
             write-host -f Yellow "Attachment '$($File.Name)' Exists already!"
         }
     }
 }
 #Call the function to add all attachments from folder
 Add-AttachmentsFromFolder $ListItem $FolderPath

Note: you need to change the parameter as you need.

As the characters exceed the count allowed in comment, I convert the comment to an answer.


If the answer is helpful, please click "Accept Answer" and kindly upvote it. If you have extra questions about this answer, please click "Comment".

Note: Please follow the steps in our documentation to enable e-mail notifications if you want to receive the related email notification for this thread.




5 |1600 characters needed characters left characters exceeded

Up to 10 attachments (including images) can be used with a maximum of 3.0 MiB each and 30.0 MiB total.