Setting up automatic issue creation

To manage the workflows for official employment and onboarding of new employees, create a queue where you will track procedural matters, provision of equipment and access permissions, and the progress of probation period. Set up automatic creation of an appropriate issue pool upon closing a candidate issue with the Hired resolution.

Create a queue for new employeesCreate a queue for new employees

1. Create a queue using the HR workflow template.
2. Give it a name, e.g., Employment Queue.
3. Set up a workflow or create a new one if needed.
4. Specify an issue type, e.g., New employees, for the workflow. Save the issue type key. You will need it when creating triggers.
5. Set up queue access permissions to protect employee personal data.

Add issue typesAdd issue types

Create separate issue types for various procedures related to employment and onboarding of new employees. For example, to grant access permissions and provide equipment, create an issue type named Access permissions and equipment:

1. In the top-right corner of the Employment Queue page, click Queue settings.
2. In the left-hand panel, select Issue types.
3. Wait for the page to load and click Add issue type.
4. In the form that appears:
   • Enter a name for the new type, e.g., Access permissions and equipment, in the Issue type field and click Add issue type. In the issue type creation form that opens, copy and save the issue key.
   • In the Workflow field, select a suitable workflow, e.g., Quick Start.
   • In the Resolutions field, select the appropriate resolutions, e.g., Resolved.

Repeat the steps to add other issue types you need, e.g., Completion of documents, Probation period, etc.
To save the new types, click Save.

Set up a trigger in the Candidates QueueSet up a trigger in the Candidates Queue

To automate replication of issues from the Candidates Queue to the Employment Queue, create a trigger that will fire when the candidate issue status changes to Hired:

1. In the top-right corner of the Candidates Queue page, click Queue settings.

2. On the left-hand panel, select Automation → Triggers and click Create trigger.

3. In the Name field, enter a trigger name, e.g., employ_candidate.

4. Under Trigger conditions, select System → Status.

5. In the Field value changed field that appears, select became equal to and then, in a new field next to it, select Hired (the status you created in the Candidates Queue workflow).

6. Under Trigger actions, select HTTP request.

7. In the form that opens, enter the request parameters. In the Request body field, set the parameters of a new sub-issue.
   To substitute the values from the original issue, use variables:

   Field	Content
   Method	POST
   Address	https://api.tracker.yandex.net/v2/issues
   Authorization method	OAuth 2.0
   Token	<OAuth_token> (see How to get a token)
   Authorization header	Authorization
   Token type	OAuth
   Content type	application/json
   Request body	{ "queue":"<Employment_Queue_key>", "summary":"{{issue.summary.json}}", "description":"{{issue.description.json}}", "type":"<New_Employees_issue_key>", "parent":"{{issue.key}}" }
   Headers	Header: X-Org-ID or X-Cloud-Org-ID. Value: Organization ID. If you only have a Yandex Cloud Organization organization, use the X-Cloud-Org-ID header; if only Yandex 360 for Business or both organization types, use X-Org-ID. You can find the ID on the Administration → Organizations page.

   Note

   Make sure the parameters you pass in the request body using variables are set in the original issue; otherwise, the trigger will not fire.

8. To save the trigger, click Create.

Set up a trigger in the Employment QueueSet up a trigger in the Employment Queue

Once the candidate issue is copied to the Employment Queue, you need to create a number of sub-issues related to the new employee in the same queue: Access permissions and equipment, Completion of documents, Probation period, etc. To automate sub-issue creation, create a trigger that will fire when the new employee's issue status changes to In progress. To make sure the trigger only fires for issues of the New employees type, specify this type in the trigger conditions.

Create a triggerCreate a trigger

1. In the top-right corner of the Employment Queue page, click Queue settings.
2. On the left-hand panel, select Automation → Triggers and click Create trigger.
3. In the Name field, enter a trigger name, e.g., start_employment.
4. Under Trigger conditions, select System → Status.
5. In the Field value changed field that appears, select became equal to and then, in a new field next to it, select In progress (the status you created in the Candidates Queue workflow).
6. Add another condition by selecting System → Type under Trigger conditions.
7. In the Field value changed field that appears, select is equal to and then, in a new field next to it, select New employees.
8. Under Trigger actions, select HTTP request in the Add new action field.
9. In the form that opens, enter the request parameters as you did earlier. In the Request body field, update the issue type description and key, for example:

{
    "queue":"<Employment_Queue_key>",
    "summary":"{{issue.summary.json}}",
    "description":"Grant access permissions and provide equipment",
    "type":"<Access_Permissions_and_Equipment_issue_key>",
    "parent":"{{issue.key}}"
}

Add actionsAdd actions

To automatically create other sub-issues, add the appropriate actions to the trigger:

1. Select HTTP request in the Add new action field at the bottom.
2. Fill out the form as you did earlier. In the Request body field, update the issue type description and key, for example:

{
   "queue":"<Employment_Queue_key>",
   "summary":"{{issue.summary.json}}",
   "description":"Probation period",
   "type":"<Probation_Period_issue_type_key>",
   "parent":"{{issue.key}}"
}

1. Repeat the steps to add actions for other issues.
2. To save the trigger, click Create.

Test the triggersTest the triggers

1. On the Candidate Queue page, select the test issue and change the status to Hired.
2. Make sure a new issue has appeared on the Employment Queue page.
3. Open the issue and select Accept in the issue status field.
4. Make sure the queue now contains all the appropriate sub-issues.