Templates / HR / Create new Jira Ticket when 'hired' in Greenhouse

Create new Jira Ticket when 'hired' in Greenhouse

Overview

When employees are marked as 'Hired' in Greenhouse it is only the beginning of the hiring process. There are often several jobs that still need to be done in order to finish setting up the onboarding process.

JIRA is a great tool for implementing checklists, in this case what needs to be done in order to finish the hiring process.

Use this template to automate sending the new hire tasks in the form of a JIRA checklist/ ticket, so that your respective IT teams can work through the list to complete employee setup.

Connectors Used

The following connectors are used in this template.

This is mostly provided for reference only - there is no need to read through the linked connector pages. All you need to know for this template is explained here.

Though you will probably need to look up service authentication instructions if you don't already have them.

End Result

The image below shows how even when there are multiple people with the same first and last name, a new unique Jira account can be created for each person.

Jira ticket end result

Prerequisites

This workflow assumes the following:

  • You can authenticate with Greenhouse and have a "New hire" Webhook set up. See Implementation notes below for more details.

  • You have permission to create issues on your respective JIRA board.

Workflow Logic

The following screenshot illustrates the stages of the process:

greenhouse-webhook-2-step

Getting live

Workflow logic

Step 1: The Workflow kicks off when a candidate is marked as Hired within Greenhouse.

Step 2:  The payload is then used to create a JIRA ticket with information about the Job Listing and some basic information about the new hire.

greenhouse-wf-complete

Implementation notes

Greenhouse Webhook setup

To create a Greenhouse trigger you will need the public URL of your respective workflow.

Head to the Web Hook dashboard within Greenhouse and add this to the relevant input field.

You will also need to create a "Secret" key and make sure the Webhook fires when a ‘Candidate has been hired’.

Use the following link for further setup instructions: Greenhouse Webhook Documentation

greenhouse-step-2