O'Flaherty Law New Employee Provisioning
- Description
- Curriculum
- Grade
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1
IT - Setup Bamboo ProfileCan go to the 'Walkthrough Video' section of the below link.‘Setup Bamboo Profile’ chapter of walkthrough video.
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2
IT - Create the New Hire Packet
Can go to the 'Walkthrough Video' section of the below link, 'Creating New Hire Packet' chapter of video.
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3
IT - Import Role-Specific Tasks
Can go to the 'Walkthrough Video' section of the below link, ‘Import Role-Specific Tasks’ chapter of walkthrough video
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4
IT - Preview & Send New Hire Packet
Can go to the 'Walkthrough Video' section of the below link, ‘Preview & Send New Hire Packet’ chapter of walkthrough video
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5
IT - New Employee Provisioning [Bamboo / LMS]
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HR Manager - Sends out Separate HR Welcome Email
Includes a benefits guide and benefits eligibility (90th day)
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HR Manager - CGO Schedules Team Call
HR will schedule w/ trainer; trainer will communicate w/ new hire. Remote introduction of CGO, benefits, and I9.
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HR Manager - CGO Conducts Team CallIs Hr and indiviudal only.Confirms employee info, reviews benefits package and finalizes I9.
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9
Office Manager - Workspace Setup
Office director creates physical workspace for new employee including desk, chair, phone, and other necessary physical property assignments.
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IT - Computer Setup
TLIT; you all know this better than the author of this task does. Attorneys need laptops they can use on day one in case of court, and it should be equipped with converter/connection to plug into the monitors.
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IT - Set up TIME OFF in Bamboo [pending bamboo replacement]Each new employee must have the appropriate time off policies setup in Bamboo. Watch the below video to learn how to do this. -
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IT - Microsoft Office New User Setup
Create appropriate new user access for employee level in Microsoft Office.
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IT - Microsoft Setup: Give [INTAKE] user access to office@Each Client Intake operator will need access to the O'Flaherty Law 'office@' email inbox.
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IT - Microsoft Setup: Add Manager is MicrosoftThis task should be done by IT or the Office Manager. Will need to know the long-term manager, which is different from the Bamboo training manager. 'New Hire' email should include this from HR. May need to ask department head or Kevin O'Flaherty who the supervisor will be if not already aware.Watch the video with links included to learn how.
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15
IT - Microsoft Setup: Test Office Portal Login as User
Once new user has been setup, test their login info. by going to portal.office.com and using their login credentials to gain access.
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IT - Microsoft Setup: Download Teams App to Computer
Download the Microsoft Office Teams app to the computer desktop.
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IT - Microsoft Setup: Test Teams App Login
Test Teams App login using credentials setup for office.
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IT - Microsoft Setup: Outlook Calendar Share
Share the new user's Outlook calendar with the team for easy scheduling and viewing. This will also ensure you receive proper credit for free consultations and any applicable consultation retention bonuses when eligible.
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IT - Email to Client Intake: Calendar Share Ready and Case Assignment Information
Once the Outlook calendar share is setup and ready, email the Client Intake team to notify them they should now add the new legal team member to their calendars. Additionally, the hire date, primary work location, state of licensure, and role level, which can all be obtained from the New Hire Form, should all be included. You can use the below language as a template. All inserts will be from the respective field in the New Hire Form.
Once the Outlook calendar share is setup and ready, email the Client Intake team to notify them they should now add the new legal team member to their calendars. Additionally, the hire date, primary work location, state of licensure, and role level, which can all be obtained from the New Hire Form, should all be included. You can use the below language as a template. All inserts will be from the respective field in the New Hire Form.
""Subject: New [Job Title] starting [Hire Date]
Intake teaam, [Job Title] [role] [Employee Name] will be starting with us on the start date referenced in the sujbect line of this email. Please add them to your Outlook calendars. Here is a refresher link if necessary. https://oflahertylawcom.sharepoint.com/sites/OFL/SitePages/Outlook-Help.aspx#adding-new-staff-outlook-calendar
The information you will need to begin assigning cases is:
Primary Work Location: [Primary Work Location]
State of Licensure: [State of Licensure]
Role: [Role]Once they are ready for case assignment (have been added to the 'Case Assignment' tab in the BACMS and you have proficiencies, if necssary), notify the partners on the 'Case Assignment-Intake' chat that they are ready for case assignment.""
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Intake Lead - Ensure Intake Has Added Calendar & Info is Added to Case Assignment tab of BACMSAfter receiving notification email from IT that calendar share is ready with case assignment information, add legal team member to 'Case Assignment' tab of 'BACMS' and make sure all members of Intake staff have added to their outlook calendars. For refresher, view the below link:https://oflahertylawcom.sharepoint.com/sites/OFL/SitePages/Outlook-Help.aspx#adding-new-staff-outlook-calendar
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IT - Microsoft Setup: Outlook Email Signature
Click on the link below to setup your email signature.
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IT - Microsoft Setup: Groups & ChannelsAdd staff member to appropriate Microsoft Office groups. Ask department lead if unsure which to add to.Can add to groups via admin access to link below. May need to be a member of the channel to give access to a sub-channel.
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IT - Microsoft/Bamboo Setup: Add O'Law Email to Bamboo Profile
Once in Bamboo, you'll search for the employee in the search bar, go to their profile, navigate to the 'Personal' tab, and add their O'Flaherty law email to the work section, and move their personal email to the home section.
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IT - Dial Pad: New User Setup Part 1
Watch the below videos to learn how to setup a new dialpad user. Link to Dialpad admin page below video links.
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IT - Dial Pad: New User Part 2
Watch the below videos to learn how to setup a new dialpad user. Link to Dialpad admin page below video links.
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IT - Dialpad: Download Dialpad App to Computer
After accepting the Dialpad invite, download the app to the user's laptop.
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IT - Dialpad Setup: Test Login to App
After app is installed on computer, test login credentials to ensure user has access.
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IT - Dialpad Setup: Add User to Dialpad Departments & AI Contact Centers [INTAKE]
Watch this video to add Intake team members to the appropriate Dialpad departments and AI contact centers.
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Office Manager - Dialpad Setup: Setup Dialpad Desk PhonePhysically install Dialpad phone and software.
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Office Manager - Dialpad Setup:Add OFL Contacts to Dialpad Desk Phone
Manually add OFL contacts to your desk phone. Link to instructions below.
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IT - Dialpad Setup: Dialpad and Outlook Chrome Extension IntegrationWatch this video to learn how to setup the Chrome extension for Dialpad and Outlook.
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IT - Clio Setup: Create Manage Account
Setup Clio accounts.
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IT - Clio Setup: Create Grow Account
Walkthrough Video below. Grow section starts at 'Clio Grow setup' chapter:
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IT - Clio Setup: Accept Manage & Grow Invites
After inviting users from Manage & Grow, login to their Outlook email to accept invites.
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IT - Clio Setup: Test Clio Manage & Grow LoginsAfter accepting Manage and Grow invites, test logging into both using the login credentials that were setup.
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IT - Clio Setup: Set Billing rate in Clio Manage
Need to go into Clio Manage>Settings>Manage Users and set billing rate.
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IT - Clio Setup: Clio Calendar SharePlease share your Clio calendar with the team for easy scheduling and viewing.
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IT - Clio Setup: Add Attorney as Associate in ManageAdd the attorney as an option in the 'Associate Attorney' custom field in Clio Mange.
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IT - Clio Setup: Grow Email Signature, Email Integration and Manage Calendar
Email integration is only necessary for client intake and attorneys.
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IT - Clio Setup: Turn off Grow Inbox notifications
Login to Clio Grow. Go to settings>personal>notification settings and uncheck the boxes. This will ensure we're not cluttering up the office inbox.
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IT - Clio Academy Account Creation
Clio Academy – This is a separate account from Clio Manage and Clio Grow. You will need to create their Clio Academy to access Clio’s basic training modules.
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IT - Adobe Setup
Use 'Adobe New User Setup' portion of link to setup the staff member with an Adobe account.
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IT - Lexis Nexis SetupSetup Lexis Nexis account. Watch below video for instructions. If do not have credentials as of 6.19.25, procure from Tiffany Cassidy or IT.
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IT / Sadie - Odyssey Setup
Need to have ARDC #. Should likely insert into Legal Team provisioning somewhere, maybe in the New Hire Form step. Once that's done, we could remake a training video and hand to IT.
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IT - Task List Setup
Watch the below video to learn how to setup a Sharepoint tasklist for a client intake team member. As of 1.21.25, will need to communicate with the Ops Lead on setting up a Planner task list.
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IT - Setup Consult Tally form task
Watch the below video to learn how to setup a Sharepoint Consult Tally form task for the new Client Intake member.
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IT - Add Client Intake Member to Consult Tally Form
Watch the below video to learn how to add a new client intake member to the Consult Tally form.
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IT - Client Intake to Quality Control
Watch the following link to add the new Client Intake team member to the file for Quality Control.
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Employee - Remote Team: Dialpad and Outlook Chrome Extension IntegrationWatch this video to learn how to setup the Chrome extension for Dialpad and Outlook. Written instructions are below video link.
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IT - Assign Trivia LicenseWatch the below video to learn how to assign a license for Trivia.
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IT - Login Credentials: Email all Logins to Employee & Trainer
Email computer pin, and Microsoft, Dialpad, Clio, and Clio Academy login credentials to user work email and trainer.
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Trainer - Test credentials and hardwareUsing email and credentials from IT, and employee physical workstation, ensure that computer can be accessed using pin sent, and then login to each of: Microsoft Office (portal.office.com), Microsoft Outllook, (outlook.office.com, or navigating to it from the portal.office.com login), the Teams app, the Dialpad app, and can open both Clio Manage & Grow.For Intake members, ensure they have working headgear.
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Trainer - Set Up Microsoft ChatsAdd staff member to appropriate Microsoft office chats. This has old 'Groups' in the description below, but the chats should be accurate, so you can ignore the groups; that is done by IT. Ask department lead if unsure which to add to.
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Trainer - Understanding Bamboo Onboarding Mechanics
Know what you need to facilitate to move forward onboarding. 'Onboarding Tasks and Workflow' chapter in video linked below.
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Trainer - Pre-Start Checkin EmailEmail new hire to ensure they have received their new hire information.