Fellows Onboarding Quick Guide
The instructions below are a guide to the Salesforce data entry required for onboarding new Fellows. Once you have completed this process, the YLS HR team will review the information you have provided and will complete the hiring process. There are three steps to the process.
Creating a Contact in Salesforce, if one does not already exist.
Creating an Appointment, with a title, start date, end date.
Instructions
Step 1: Create or Update Contact
From the home page click Contacts (If you are onboarding a fellow for a center that uses Salesforce to track center activity, your home page will look different, use search to get started).
All YLS alumni, as well as current and former faculty and staff, should be found as as existing Salesforce Contact record.
Use the global search box at the top of the Salesforce screen to determine if the person you are appointing already has a contact record in Salesforce.
Type the persons first name and last name in the Search box at the top of the Salesforce Contact page and press enter.
If you find a match (see search results page below) use additional information, for example, email address or address, to confirm the match. If you have questions or concerns contact Abby Grow.
When the match is confirmed click on the name to open the contact record and then skip to Step 2, Create an Appointment.
If you don’t find a match, you need to create a new contact. To create a new contact, click the Contacts Menu, and select + New Contact (see below).
Alternatively, you can create a new contact from the Contact page, by clicking New
Note: if your Center tracks contacts affiliated with your Center in Salesforce, the data entry screen you see will be different from the one below and will include Center specific fields.
Fill out the form that opens and click the Save button
All Contacts must have an affiliation with an Organization. For Fellows being hired and paid by YLS the Organization Name is Yale Law School or Yale Law School followed by the name of the Center. If the Fellow you are onboarding is not working for YLS (for example a Public Interest Fellow), search for the name of the Organization they will be working for and select it in the Organization Name field. If the Organization does not exist, please contact Abby Grow to have it added to Salesforce.
If you see the warning below when you click save, the contact you are creating may already exist in Salesforce. Please review potential duplicates before proceeding, and if you are still unsure if you are creating a duplicate or if you have any questions reach out to Abby Grow.
Step 2: Create an Appointment
From the contact record of the person you are appointing, click the New Appointment (Fellows Onboarding) button.
Enter the Appointment data and click Save.
Appointment Name: enter the Appointee’s name. You can copy and paste from the read-only Appointee field (above the Appointment Name field).
University Title: Choose the University Title given to you by HR. If you are unsure, please use the guide below to determine the University Title.
Named Appointment: Search for an existing Named Appointment for your Center, if one does not exist you can create a new Named Appointment. When creating a new Named Appointment make sure you choose your Center in the “Administered By” field.
Visa Needed: select Yes or No
Appointment Start Date: Enter the appointment start date
Appointment End Date: Enter the appointment end date, if known
Who will assign the office?: select if the Center or Building Services will be assigning the office to the Fellow. If no office is needed, select No office is needed.
Eligible for Computer Equipment: if the fellow is eligible to receive YLS supplied computer equipment, please check the box
Step 3: Upload CV
From the Appointment record, click the “upload files” link to upload the appointee’s CV.