Creating a New Staff Member in Arbor MIS via Workflows
The Arbor Data step (formally "Send Something") allows you to automate some steps between your workflow processes and your MIS. Instead of manually re-keying data from a recruitment form into the MIS, you can automate the creation of a new staff profile.
This ensures data accuracy, saves administrative time, and ensures that your new hires are ready to be assigned roles and permissions within the MIS the moment they join.
How it Works
When a workflow reaches the Arbor Data step that is configured to "Create a Staff Member", Arbor Workflows pushes the information captured in your workflow directly into the Staff section of your Arbor MIS.
Requirements for Setup
Before adding this step, ensure your workflow includes form steps that collect the mandatory fields required by the MIS for a staff record. These must be collected in the Arbor Option Sets format. These must all be included for the automation to work and they include:
Adding the Step
In the Workflow Builder, click the + (Green Icon) to add a new step.
Select Arbor Data from the steps menu.
Choose the Arbor data to manage as the destination.
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From this list, we will select Create Staff Member.
Mapping Your Data
Once you choose the Arbor data to manage, you will see a list of fields required by Arbor MIS appear. You must use tags to "map" these to the questions in your workflow that collects the relevant piece of data.
For example, Click the field for "First Name" and select down arrow to open the tag selector and select the corresponding question from your initial form (e.g., "Candidate first name?").
When adding the Email Address tag, depending on how your workflow has been set up this could be the candidates personal email address. If this is how your school have set the workflow up, then this email will get access on the start date.
You may want to manually change this email address if in the MIS or ensure that the email added in this field will be the work email of the new starter. This may require a step to be sent to the IT team to confirm what the new starters email will be.
Once you have mapped all the relevant fields the step will be added to your workflow. Arbor Data steps work in the same way as other steps with the ability to add Updates to this step.
Key Features & Tips
Business Roles: Once the record is created in the MIS, the staff member will exist in the system. To allow them to log in, you will still need to assign them a Business Role within the MIS to grant specific permissions.
Combine with "Add Follower": For a seamless onboarding experience, add an Add Follower step to notify the the appropriate person that the record has been created.
Troubleshooting
Tag not available? check the form includes the question required and if this is present but still no tag showing. Check the question format is an Arbor Options Set format.
Step not updating? Check that all mandatory fields (marked with an asterisk) in the MIS mapping were completed in the workflow build and if they do not exist, add a question in to capture this information.