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This workflow is used by Issue type Onboarding for the original onboarding request.

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Statuses  SD: Access Request Onboarding Workflow

• Filling Issue attributes: Ticket is created, automation rules are running in the background to fill issue field values.
• Awaiting assignment: Onboarding ticket ready for being picked up by IT Servicedesk; Assign ticket to an SD-Agent.
• Assigned (to do): work has not started, Onboarding issue has been assigned to an SD-Agent.
• In Progress: Issue is in Progress (ticket can always move back to this status).
• Awaiting Customer: Used when more information/response from a customer (Reporter or Requested participant) is required in order to move forward with a ticket.
  Detailed information for this status can be found further below under: Awaiting Customer status.
  
• Customer Responded: When customer responds issue is automatically changed to this status.
• Awaiting Supplier: Used when more information/response from a supplier is required.
  Detailed information for this status can be found further below under: Awaiting supplier status.
• Access request Ympact: Triggers automatic creation: Sub-Task Access request Ympact.
• Access request Yams: Triggers automatic creation: Sub-Task Access Request Yams.
• Access request TM1/Cognos: Triggers automatic creation: Sub-Task Access request TM1/COGNOS.
• Access request Jira/Confluence/Bitbucket: Triggers automatic creation: Task Jira/Confluence/Bitbucket.
• Request Mobile Phone: Triggers automatic creation: Sub-Task Request Mobile Phone.
• Access Request Facility: Triggers automatic creation: Task Facility.
• Access Request AWS Workspace: Triggers automation creation: Task AWS Workspace (only to be used for Admin request form)
• Resolved: Onboarding Servicedesk team tasks are done
• Closed: Onboarding of the new employee/user has been completed.

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1. Task is created
   

   See in Yellow the fields that are pre-filled by the automation rule: SD_Create Sub- Task Access request for Jira/Confluence/Bitbucket

   • Assignee is automatically set to: Bianca van der Meer
   • Yamaha Team: Sparkle
   • Sprint: Active Sprint
   • Story Points: 1
   • Request type No match

   

   Task is not visible in the Customer portal 
   

2. Jira Admin changes status from "To Do" to  "In Progress"
   
3. Jira Admin executes task as requested in Onboarding form
   
   

4. For AD user: Please inform approved groups to be assigned in AD.
   and leave status to In Progress.
   Servicedesk can assign approved rights and close the ticket.

   For non-AD user: Please create/adjust a Jira internal directory account.
   Add user as requested participant.
   Ticket can be closed after granting access.
   
   

5. Assignee of Original onboarding ticket can see status update in the original ticket.
   
   
6. If all required actions are performed Task can be closed.
   
   1. Assignee select Done to close the ticket
      
   2. No action needed, select Canceled and provide reason for cancelation.
      

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1. Task is Created
   See in Yellow the fields that are pre-filled by the automation rule: SD_Create Sub- Task Access request for Facility
   
   • Assignee: same Assignee as the original Onboarding ticket.
   • Requested Participants YME Reception and Facility-Jira@yamaha-motor.eu are automatically added
   • Request type Onboarding new Employee Task

   
   Task is also visible in the Customer portal 
   

   
   
   The following section is for Facility & Reception:
   

2. Facility/Receptions executes task as requested in Onboarding form
   
   
3. Facility/Reception informs via comment in customer portal what action has been taken: Provided Batch, Keys, Desk
   After adding comment select Add
   
   
   
4. Assignee receives comment notification via e-mail
   
   
5. If all required actions are performed and Facility/Reception has given the confirmation all requested items have been handled over to the employee the Task can be closed.
   
   1. Assignee select Status Done to close the ticket
      
   2. Assignee adds comment for share with customer to confirm to Facility/Reception that task will be closed.

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No action needed, select Canceled and provide reason for cancelation.

Task AWS Workspace

Status of Onboarding ticket temporary changes to Image AddedAfter ticket is created it will automatically transitions back to Image Added

1. Service request with Approvals is created
   

   See in Yellow the fields that are pre-filled by the automation rule: SD_Create Task Access request for AWS Workspace

   • Assignee is automatically set to: Lennart Nijzink
   • Yamaha Team: CLOUD-RANGERS
   • Request type:  AWS Workspace request

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2. Lennart can assign incoming request to a team member.
   When start working change status from "To Do" to  "In Progress"
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3. Assignee executes task as requested in Onboarding form
   
   
   
4. If all required actions are performed Task can be closed.
   
   1. Assignee select Done to close the ticket
      Image Added
   2. No action needed, select Canceled and provide reason for cancelation.
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Onboarding Form

The Onboarding form has been setup in Pro Forma Forms. If it is not working properly please reach out to Bregje Mank, Daan Libeton, Jira administrator.

A open form always needs to be saved and submitted.

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