graph TD
gsEntry[(Get entry from google sheet)] --> baseCrit{Base criteria met?}
baseCrit -- Yes --> startIn3wk{Any start date within 3 weeks?}
baseCrit -- No --> isCurrentEmp{Is a current employee with an employee id?}
isCurrentEmp -- No --> knownDone(Known account management process done)
isCurrentEmp -- Yes --> startIn2wkCE{Start date within 2 weeks?}
startIn2wkCE -- No --> knownDone
startIn2wkCE -- Yes --> bgCompleteEmailSentCE{Background check complete email sent to mentor?}
bgCompleteEmailSentCE -- Yes --> knownDone
bgCompleteEmailSentCE -- No --> bgCompleteEmailCE[Send background check complete email to mentor]
bgCompleteEmailCE --> knownDone
startIn3wk -- Yes --> idBadgeCheck{Create account is false or id badge instructions email already sent?}
idBadgeCheck -- No --> idBadgeEmail[Send id badge instructions email to intern]
idBadgeCheck -- Yes --> acctExists{Account associated with university email exists?}
idBadgeEmail --> acctExists
startIn3wk -- No --> acctExists
acctExists -- Yes --> startIn2wkEx{Start date within 2 weeks?}
startIn2wkEx -- No --> startIn2dEx{Create account true and start date within 2 days?}
startIn2wkEx -- Yes --> bgCompleteEmailSentEx{Background check complete email sent to mentor?}
bgCompleteEmailSentEx -- No --> bgCompleteEmailEx[Send background check complete email to intern, mentor and university]
bgCompleteEmailSentEx -- Yes --> startIn2dEx
bgCompleteEmailEx --> startIn2dEx
startIn2dEx -- Yes --> acctEnabled{Account enabled}
startIn2dEx -- No --> acctDisabled{Account disabled}
acctDisabled -- No --> disableAcct[Disable account]
acctDisabled -- Yes --> knownDone
disableAcct --> knownDone
acctExists -- No --> preAcctResp[(Get pre-account creation responses from intern-onboarding)]
acctEnabled -- Yes --> expiry7d{End date 7 days in the future?}
expiry7d -- Yes --> expiryEmail[Send account expiry warning email]
expiry7d -- No --> knownDone
expiryEmail --> knownDone
acctEnabled -- No --> enableAcct[Enable account]
enableAcct --> expiry7d
preAcctResp --> responded{Intern responded?}
responded -- Yes --> isEmployee{Is employee?}
responded -- No --> emailSent3d{Pre-account creation email sent less than 3 days ago?}
emailSent3d -- Yes --> knownDone
emailSent3d -- No --> sendPreEmail[Send pre-account creation email: validate email, name, employee status and id, instructions for background check]
sendPreEmail --> knownDone
isEmployee -- Yes --> updateSheet[Send email to resource mailbox to update google sheet]
isEmployee -- No --> startIn2wk{Start date within 2 weeks?}
updateSheet --> knownDone
startIn2wk -- No --> knownDone
startIn2wk -- Yes --> bgCheckComplete{Background check complete?}
bgCheckComplete -- Yes --> bgCompleteEmailSent{Background check complete email sent to intern, mentor and university?}
bgCompleteEmailSent -- No --> bgCompleteEmail[Send background check complete email to intern, mentor and university]
bgCompleteEmailSent -- Yes --> startIn2d{Create account true and start date within 2 days?}
bgCompleteEmail --> startIn2d
startIn2d -- Yes --> createAcct[Create account]
startIn2d -- No --> knownDone
createAcct --> postEmail[Send post-account creation email: Temporary password, intern id]
postEmail --> knownDone
bgCheckComplete -- No --> bgIncompleteEmailSentMU{Background check incomplete email sent to mentor and university?}
bgIncompleteEmailSentMU -- No --> bgIncompleteEmail[Send background check incomplete email to intern, mentor and university]
bgIncompleteEmailSentMU -- Yes --> bgInternReminderDue{More than 2 days since background check incomplete email sent to intern?}
bgIncompleteEmail --> bgInternReminderDue
bgInternReminderDue -- Yes --> bgIncompleteEmailIntern[Send background check incomplete email to intern]
bgInternReminderDue -- No --> knownDone
bgIncompleteEmailIntern --> knownDone
knownDone --> adAccounts[(Get enabled intern accounts from AD)]
adAccounts --> inSheet{Account associated with google sheet?}
inSheet -- Yes --> unknownDone(Unknown account disable process done)
inSheet -- No --> disableUnknown[Disable account]
disableUnknown --> unknownDone
unknownDone --> report[Send report of current accounts with intern assignments, including interns that are employees, to Eric]
- University coordinators will fill out a google form containing the names, dates, and university email address for interns.
- The google sheet is read once a day and intern accounts are created or enabled.
- Interns that do not have an account will get an email instructing them to complete their background check. Patty's team is responsible for updating the associated field in the google sheet that indicates if the background check is complete.
- Patty's team will assign a mentor by their employee id number
- Any intern that is also an employee will not have an intern account created. They will use their employee account for intern duties. Once their mentorship starts within 2 weeks, their mentor is sent a background check complete email (tracked by employee id instead of intern id).
- All intern accounts that are enabled and do not meet the base criteria for an enabled account will be disabled. This accounts for AD accounts that are not represented in the google sheet, i.e., orphaned accounts.
- A report of all interns and employees with active accounts and their associated intern assignments, and mentors is sent to Eric's team to update synergy.
- For the account process we will add 7 days to the end date, Eric's team will get the real end date. This allows interns to access their account 7 days after the end date.
- Similarly for the ovveride date we will add 1 day to the end date. Eric's team always gets the real date in the report.
- To avoid a lapse in technology access between two placements the start and end dates will be combined to the earliest start date and the lastest end date.
This criteria must be met for the intern account creation/enabled to begin.
- University email entered (for new accounts the intern has to click a link sent to the email address, existing accounts do not)
- The account revocation override date is not entered or in the future
- Intern does not have employee id number set
- Intern is assigned a mentor by employee id number or any other truthy value and the assignment's end date is in the future