Team Member On and Off Boarding with Workday to Azure
Purpose
This document outlines the standard process of onboarding or offboarding an employee with account access and email signature creation.
Recipients of an email signature are identified as part of this organization. Email signatures are created with a standardized email address and signature by direct hire or by integration. For partner account creation, consider the New Partner Integration Timeline.
Terminate an Employee Through Workday
When an employee is termed in Workday by the manager, the Azure account is disabled. Every morning at 7:30 am CST, a process runs in Azure to perform a soft delete on these accounts. The account will stay in the Azure deleted box for 30 days, after which the account may only be retrieved through the backup files.
This process releases any M365 license and disables their access to SharePoint, email and all M365 applications.
Should the manager need access to the account, they must submit a request to the Legal Department requesting access. Refer to Request Data Access for a Terminated Employee to process the request.
Onboard an Employee Through Workday
The People Ops Partner and the Manager add the new employee account to Workday to kick off an automated process through Azure. This process creates the employee email, assigns an O365 license, and adds the employee to the correct Thrive Security groups.
Email signatures are defaulted based on the Thrive security group assigned.
If additional security groups are required, the hiring manager creates a ticket with the Service Desk to include all necessary security groups, and custom signatures may be created.
All employees will set up Multi-Factor Authentication and Workday SSO using:
Email Distribution Groups
“Office Name” - Doctors | All doctors at this office location |
“Office Name” - CSR | All front desk staff at this office location |
“Office Name” - Techs | All technicians/nurses at this office location |
“Office Name” - Staff | Staff: All staff members at this office location |
“Office Name” - Groomers | All groomers at this location |
“Office Name” - Managers | |
“Territory Name” - | Regional Operations Managers, all doctors |
“Support Department” - Staff | All members of support departments. People Ops, Operations, Technology, etc. |
Groups are created on an as-needed basis. Not all email distribution groups exist among all hospitals. Distribution groups are created with the Practice Manager’s input.
M365 Licenses
End Users | License Type |
|---|---|
Support Team Members, Practice Managers and Doctors | E3 |
All other Team Members | F3 |
E3 Full MS Office with downloadable access
F3 Online 365
Email Address
For email conventions, refer to Technology Naming Standards.
Email Signature
The Technology Service Desk adds the end-user to the Crossware Mail Signature membership in O365.
By being a member of a Distribution Group, the end-user receives an email signature.Crossware uses HTML images that point back to the http://thrivepet.com website. Once added to the Crossware membership, the signature is automatically generated as such:
First Last Name
Job Title
Phone Number
Partner Name/Support Department
If adding additional imaging to the email signature, the file's width should be no wider than 165 px. To adjust the height, change the table/div to reflect the new height in HTML.
Signature images are confined to 165X38 for the Logo and 38X38 for the icon.
Email signatures for hospital team members will not contain a logo until Marketing has completed the sizing conversion.
Name Change
Email addresses will only be updated when legal name change documentation is provided to People Ops and has officially been completed in Workday.
An employee may complete a legal name change through Workday by uploading proper documentation to People Ops for approval as part of the request.
A workflow is generated in Workday to change the employee’s name.
Once the name change is completed in Workday, it will reflect in Azure.
Email Address Alias
When an email alias is needed, the practice manager, employee, or manager will send a ticket to ithelp@thrivepet.com, requesting an alias email address for the employee profile.
Technology Support creates the alias and provides branding assistance if the partner domain is transferred to the tenant.
The field for the alias can have any extension within the Tenet
If the domain has not been transferred, an email will be created. No alias will be created.
If the employee is part of the integration, the domain must have been added to the tenant for an alias to be created.
Technology Service Desk navigates to the employee profile in the Administrative Panel of M365.
The M365 team creates the email if this request is for a contract worker.
Technology Service Desk sets the primary address for login to Workday, Office 365, etc.