{ "name": "Formstep: employee onboarding and offboarding", "nodes": [ { "parameters": { "content": "## Employee onboarding and offboarding\n\nBoth forms are inside **Build the checklist**, so there is nothing to build in Formstep first.\n\n1. **Send the employee their form**: pick your Formstep credential.\n2. The three **Slack** nodes: pick a Slack credential and your IT channel.\n3. Edit the accounts per department at the top of **Build the checklist**.\n4. Swap **Sample joiner** for your HR system, a Google Sheets trigger or a Webhook, with the same six fields. Set `type` to `leaver` to try offboarding.\n\nTest Mode is on, so nothing is emailed. Delivery is Email the Invitation, which needs Formstep Pro or Business.", "height": 400, "width": 660, "color": 5 }, "type": "n8n-nodes-base.stickyNote", "typeVersion": 1, "position": [ -40, -520 ], "id": "5b9e3f70-3000-4000-8000-000000000001", "name": "How to set it up" }, { "parameters": {}, "type": "n8n-nodes-base.manualTrigger", "typeVersion": 1, "position": [ 0, 0 ], "id": "5b9e3f70-3000-4000-8000-000000000002", "name": "When clicking ‘Execute workflow’" }, { "parameters": { "assignments": { "assignments": [ { "id": "5b9e3f70-3000-4000-8000-000000000003", "name": "type", "value": "joiner", "type": "string" }, { "id": "5b9e3f70-3000-4000-8000-000000000004", "name": "employee_id", "value": "E-1042", "type": "string" }, { "id": "5b9e3f70-3000-4000-8000-000000000005", "name": "name", "value": "Ada Lovelace", "type": "string" }, { "id": "5b9e3f70-3000-4000-8000-000000000006", "name": "personal_email", "value": "ada@example.com", "type": "string" }, { "id": "5b9e3f70-3000-4000-8000-000000000007", "name": "department", "value": "Engineering", "type": "string" }, { "id": "5b9e3f70-3000-4000-8000-000000000008", "name": "date", "value": "={{ $now.plus({ days: 14 }).toISODate() }}", "type": "string" }, { "id": "5b9e3f70-3000-4000-8000-000000000009", "name": "manager", "value": "Grace Hopper", "type": "string" } ] }, "options": {} }, "type": "n8n-nodes-base.set", "typeVersion": 3.4, "position": [ 220, 0 ], "id": "5b9e3f70-3000-4000-8000-000000000010", "name": "Sample joiner" }, { "parameters": { "mode": "runOnceForEachItem", "jsCode": "// Accounts per department. Everyone gets the first list; a team not listed gets only that.\nconst everyone = ['Google Workspace', 'Slack', '1Password']\nconst byDepartment = {\n Engineering: ['GitHub', 'Linear', 'AWS'],\n Sales: ['HubSpot', 'Gong'],\n Finance: ['Xero', 'Expensify'],\n}\n\n// Two fixed forms, personalised only through prefill and context. Formstep builds\n// each one on the first request and reuses it for every later one, so a form that\n// changed per person would make a new form per person.\nconst forms = {\n joiner: {\n name: 'Welcome to the team',\n blocks: [\n { type: 'header', content: 'Welcome, {{first_name}}' },\n {\n type: 'paragraph',\n content: 'You start on **{{date_label}}** with {{manager_name}}. Fill this in before then, so your accounts and laptop are ready on day one.',\n },\n { type: 'hiddenField', key: 'first_name' },\n { type: 'hiddenField', key: 'date_label' },\n { type: 'hiddenField', key: 'manager_name' },\n { type: 'text', key: 'legal_name', title: 'Full legal name' },\n { type: 'text', key: 'preferred_name', title: 'Preferred name', required: false },\n { type: 'contact', key: 'phone', title: 'Phone number', contactType: 'phone' },\n { type: 'date', key: 'date_of_birth', title: 'Date of birth' },\n { type: 'text', key: 'home_address', title: 'Home address, for your laptop delivery', multiline: true },\n { type: 'radio', key: 'laptop', title: 'Which laptop would you like?', options: ['Mac', 'Windows'] },\n { type: 'select', key: 'tshirt_size', title: 'T-shirt size', options: ['XS', 'S', 'M', 'L', 'XL', 'XXL'] },\n { type: 'text', key: 'emergency_contact', title: 'Emergency contact: name and phone number', multiline: true },\n ],\n },\n leaver: {\n name: 'Before your last day',\n blocks: [\n { type: 'header', content: 'Before your last day, {{first_name}}' },\n {\n type: 'paragraph',\n content: 'Your last day is **{{date_label}}**. Tell us where to send your final payslip and how your equipment comes back.',\n },\n { type: 'hiddenField', key: 'first_name' },\n { type: 'hiddenField', key: 'date_label' },\n { type: 'contact', key: 'personal_email', title: 'Personal email for your final payslip', contactType: 'email' },\n {\n type: 'checkbox',\n key: 'equipment',\n title: 'What do you have from us?',\n options: ['Laptop', 'Monitor', 'Phone', 'Access card', 'Headset'],\n },\n {\n type: 'radio',\n key: 'return_method',\n title: 'How will you return it?',\n options: ['Hand it in at the office', 'Send me a prepaid box'],\n },\n { type: 'text', key: 'shipping_address', title: 'If you chose a box: where should we send it?', multiline: true, required: false },\n { type: 'text', key: 'feedback', title: 'Anything you would like us to know?', multiline: true, required: false },\n ],\n },\n}\n\nconst person = $json\nconst form = forms[person.type]\nif (!form) throw new Error(`type must be joiner or leaver, got \"${person.type}\"`)\n\nconst accounts = [...everyone, ...(byDepartment[person.department] ?? [])]\nconst firstName = person.name.split(' ')[0]\nconst dateLabel = DateTime.fromISO(person.date).toFormat('d LLLL yyyy')\n\nconst slackText =\n person.type === 'joiner'\n ? `:wave: *${person.name}* joins ${person.department} on ${dateLabel}, reporting to ${person.manager}.\\nAccounts to set up before day one: ${accounts.join(', ')}.\\nTheir onboarding form is on its way to their personal email.`\n : `*${person.name}* leaves ${person.department} on ${dateLabel}.\\nAccounts to close on their last day: ${accounts.join(', ')}.\\nTheir offboarding form is on its way to their personal email.`\n\nreturn {\n json: {\n ...person,\n firstName,\n accounts,\n slackText,\n form,\n prefill: person.type === 'joiner' ? { legal_name: person.name } : { personal_email: person.personal_email },\n context:\n person.type === 'joiner'\n ? { first_name: firstName, date_label: dateLabel, manager_name: person.manager }\n : { first_name: firstName, date_label: dateLabel },\n },\n}" }, "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 440, 0 ], "id": "5b9e3f70-3000-4000-8000-000000000011", "name": "Build the checklist" }, { "parameters": { "select": "channel", "channelId": { "__rl": true, "value": "#it-onboarding", "mode": "name" }, "text": "={{ $json.slackText }}", "otherOptions": {} }, "type": "n8n-nodes-base.slack", "typeVersion": 2.3, "position": [ 680, -180 ], "id": "5b9e3f70-3000-4000-8000-000000000012", "name": "Tell IT", "webhookId": "5b9e3f70-3000-4000-8000-000000000112" }, { "parameters": { "resource": "request", "operation": "create", "formSource": "inline", "formName": "={{ $json.form.name }}", "formBlocks": "={{ JSON.stringify($json.form.blocks) }}", "inlinePrefill": "={{ JSON.stringify($json.prefill) }}", "inlineContext": "={{ JSON.stringify($json.context) }}", "inlineReadonly": "", "formOptions": { "cover": "{ \"type\": \"color\", \"color\": \"#1f6f5c\" }" }, "recipientEmail": "={{ $json.personal_email }}", "waitForOutcome": true, "additionalFields": { "delivery": "email", "recipientName": "={{ $json.firstName }}", "externalId": "={{ $json.type }}-{{ $json.employee_id }}-{{ $execution.id }}", "expiresAt": "={{ DateTime.fromISO($json.date).toISO() }}", "test": true } }, "type": "n8n-nodes-formstep.formstep", "typeVersion": 5, "position": [ 680, 80 ], "id": "5b9e3f70-3000-4000-8000-000000000013", "name": "Send the employee their form" }, { "parameters": { "resume": "webhook", "httpMethod": "POST", "options": {} }, "type": "n8n-nodes-base.wait", "typeVersion": 1.1, "position": [ 900, 80 ], "id": "5b9e3f70-3000-4000-8000-000000000014", "name": "Wait for the employee", "webhookId": "5b9e3f70-3000-4000-8000-000000000015" }, { "parameters": { "conditions": { "options": { "caseSensitive": true, "leftValue": "", "typeValidation": "strict", "version": 2 }, "conditions": [ { "id": "5b9e3f70-3000-4000-8000-000000000016", "leftValue": "={{ $json.body.type }}", "rightValue": "request.completed", "operator": { "type": "string", "operation": "equals" } } ], "combinator": "and" }, "options": {} }, "type": "n8n-nodes-base.if", "typeVersion": 2.2, "position": [ 1120, 80 ], "id": "5b9e3f70-3000-4000-8000-000000000017", "name": "Answered?" }, { "parameters": { "mode": "runOnceForEachItem", "jsCode": "// Only what IT acts on. Home address, date of birth and emergency contact stay in Formstep.\nconst person = $('Build the checklist').item.json\nconst display = $json.body.data.display\n\nconst text =\n person.type === 'joiner'\n ? `${person.name} filled in the onboarding form: ${display.laptop} laptop, T-shirt ${display.tshirt_size}. The delivery address is on the request in Formstep.`\n : `${person.name} answered the offboarding form. Equipment: ${display.equipment}. Return: ${display.return_method}.`\n\nreturn { json: { text } }" }, "type": "n8n-nodes-base.code", "typeVersion": 2, "position": [ 1340, -20 ], "id": "5b9e3f70-3000-4000-8000-000000000018", "name": "Summarise for IT" }, { "parameters": { "select": "channel", "channelId": { "__rl": true, "value": "#it-onboarding", "mode": "name" }, "text": "={{ $json.text }}", "otherOptions": {} }, "type": "n8n-nodes-base.slack", "typeVersion": 2.3, "position": [ 1560, -20 ], "id": "5b9e3f70-3000-4000-8000-000000000019", "name": "Tell IT what they chose", "webhookId": "5b9e3f70-3000-4000-8000-000000000119" }, { "parameters": { "select": "channel", "channelId": { "__rl": true, "value": "#it-onboarding", "mode": "name" }, "text": "={{ $('Build the checklist').item.json.name }} has not answered the {{ $('Build the checklist').item.json.type === 'joiner' ? 'onboarding' : 'offboarding' }} form, and the request was {{ $json.body.type === 'request.expired' ? 'left to expire' : 'canceled' }}. Worth a call.", "otherOptions": {} }, "type": "n8n-nodes-base.slack", "typeVersion": 2.3, "position": [ 1340, 200 ], "id": "5b9e3f70-3000-4000-8000-000000000020", "name": "Tell HR nobody answered", "webhookId": "5b9e3f70-3000-4000-8000-000000000120" } ], "pinData": {}, "connections": { "When clicking ‘Execute workflow’": { "main": [ [ { "node": "Sample joiner", "type": "main", "index": 0 } ] ] }, "Sample joiner": { "main": [ [ { "node": "Build the checklist", "type": "main", "index": 0 } ] ] }, "Build the checklist": { "main": [ [ { "node": "Tell IT", "type": "main", "index": 0 }, { "node": "Send the employee their form", "type": "main", "index": 0 } ] ] }, "Send the employee their form": { "main": [ [ { "node": "Wait for the employee", "type": "main", "index": 0 } ] ] }, "Wait for the employee": { "main": [ [ { "node": "Answered?", "type": "main", "index": 0 } ] ] }, "Answered?": { "main": [ [ { "node": "Summarise for IT", "type": "main", "index": 0 } ], [ { "node": "Tell HR nobody answered", "type": "main", "index": 0 } ] ] }, "Summarise for IT": { "main": [ [ { "node": "Tell IT what they chose", "type": "main", "index": 0 } ] ] } }, "active": false, "settings": { "executionOrder": "v1" }, "meta": { "templateCredsSetupCompleted": false }, "tags": [] }