OnBoardEasy - Completing formalities for background check of new employees

OnBoardEasy - Completing formalities for background check of new employees

Use Case Description

Detailed Description:

A background check is a process a person or company uses to verify that an individual is who they claim to be, and this provides an opportunity to check and confirm the validity of someone’s criminal record, education, employment history, and other activities from their past.

A Company always initiates a background check before hiring any employees and it requires a good strength of resources to keep a check on all the candidates.
Various On-Boarding managers are asked to send emails to each of the candidates including information about the next formalities (required documents, future sessions) and asking for the permission to initiate the background check of the candidate.

An Undertaking is required to be received from the candidate acknowledging the described obligations and declaration of neither being involved in any civil and/or criminal case/s prior to joining the company.

The problems faced in the current process is that
More resources are utilized (say 1 onboarding manager on 15-20 candidates) with hiring of more than 1000 candidates
Manager has to check on daily basis for undertaking to be received from the candidate
The Emails to candidates can not be specific and thus more friendly (say Dear Piyush), instead candidate’s are referred as e.g., Dear Candidate
It’s difficult for managers to send acknowledgement emails to candidates post receiving undertaking emails due to the presence of excess workload.

A bot that can read the candidate details from a common SharePoint, send emails to all the candidates with all required attachments and request to send the “undertaking in reply” to the mail.
On Daily basis, the bot should check if the specific candidate has sent the reply or not and if not received within the next 5 days, the bot should also send the reminder emails to the respective candidates. All the updates with regards to candidates should be duly updated in the excel available in common SharePoint such that the Onboarding Managers can monitor the excel in their free time and monitor the current status of all the candidates.


Other information about the use case

Industry categories for this use case: Customer Service, HR

Skill level required: Intermediate

UiPath Products that were used: UiPath Studio, UiPath Orchestrator

Other applications that were used: Integration Service, Microsoft One Drive, Outlook and Excel

Other resources: Understand UiPath Integration with One Drive: UiPath Integration Service - Microsoft One Drive - YouTube

Learn about Integration Service: UiPath Integration Service - YouTube

How to use orchestrator: UiPath Orchestrator - YouTube

What is the top ROI driver for this use case?: Improve customer experience