Redmine Products / Redmine Automation Use Case: Onboarding
Employee onboarding costs time and money. Automation in Redmine lowers the manual effort and makes sure that no step of the onboarding process is missed. The approach behind it is Robotic Process Automation (RPA).
What is Robotic Process Automation and how to use it in Redmine
Robotic Process Automation (RPA) automates processes: So-called software bots take over manual, time-consuming or error-prone activities that repeat constantly.
If your employees often deal with simple, repetitive tasks, a software bot takes those activities over. It performs them around the clock, at the same speed and without slips. No employee keeps that up in the long run.
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How can RPA help in automating your Redmine user onboarding / offboarding
One general business problem is the onboarding / offboarding process of users in Redmine.
- Growing teams: Onboarding a large number of new employees ties up your HR and IT resources every day. That time is missing for strategic work.
- Compliance risks: Occasional onboarding or offboarding lacks routine. Important steps get forgotten, with consequences for data protection, IT security and compliance.
Business outcomes: Redmine Automation helps in both cases. Specific triggers start parts of the process automatically. The defined rules make sure that every step runs as specified, error-free and therefore faster than by hand. The Automation plugin covers projects, issues and spent time entries. With additional AlphaNodes plugins such as HRM you also automate other entities like users.
Examples
These examples show how the Redmine Automation Plugin automates the on- and offboarding process together with the Redmine HRM plugin:
Action: Send mail
- Sending relevant onboarding information to newly created user accounts, or
- reminding new users, that still have not been logged in, or
- reactivate existing users, that have been off for a while, or
- helping your support to send relevant user information automatically via eMail ocassionally.
Action: Status change
- Freeing up employees time when it comes to disable invalid accounts in Redmine
Actions: Email, First name, Last name replacement (e.g. User ID Hash), Add Log
- Facilitation of compliance with data protection-related activities (e.g. data anonymization)
Actions: Must change password at next logon, Send Mail
- Informing users automatically about updating their user data or changing authentfication scheme
Actions: Delete data set, Add Log
- Ensure data integrity by automatically deleting specific user accounts
Requirements: The Automation plugin requires the commercial Redmine Reporting Plugin as base. Both plugins are available as bundle. It will not work as “Stand-alone”.
For the on- and offboarding examples described here you also need Redmine HRM. It brings the necessary user management along, plus many further functions for user administration. Together the three plugins (Reporting, Automation, HRM) cover what growing companies expect from Redmine.
| User trigger | Actions | Rule type |
|---|---|---|
| Event - Login user | Add Log, Ansible playbook, Create issue, Create project, Custom values, Email, First name, Language, Last name, Login, Log time, Must change password at next logon, Rake command, Send mail, Send Matrix message, Send Slack message, Shell command, Status, Webhook | Event based |
| Event - Save User | Add Log, Ansible playbook, Create issue, Create project, Custom values, Email, First name, Language, Last name, Login, Log time, Must change password at next logon, Rake command, Send mail, Send Matrix message, Send Slack message, Shell command, Status, Webhook | Event based |
| Scheduled - Users | Add Log, Ansible playbook, Create issue, Create project, Custom values, Email, First name, Language, Last name, Login, Log time, Must change password at next logon, Rake command, Send mail, Send Matrix message, Send Slack message, Shell command, Status, Webhook, Delete data set | Time based |
Rules are easy to configure: For the rule conditions you use the regular user filters of Redmine and custom fields for users. That way you cover very different use cases.
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Note: Automation Plugin requires Reporting Plugin as base. Available as bundle Automation & Reporting or Enterprise+.
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1 Does not run stand-alone. Requires Redmine Reporting.
The Automation Plugin is a contribution to the success of our customers
The use of automation helps to cut costs in the long term, reduce errors and free up space for value-adding activities.