Workflows and HR Actions Guide (New UI)

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Workflows

Workflows run in the background of the system to automate tasks such as obtaining signatures on forms, requesting approvals for employee changes, or generating email notifications. 

Creating a new Workflow

  • Go to Admin > Company Settings > Global Setup > Workflows
  • Select to create a workflow from scratch, or to use a predefined workflow.  Default workflows can be edited to meet your specific needs.
  • Select a workflow type from the dropdown list, based on the task to be completed
  • If the default workflow is used, the system may request additional information on the specific type of request, the request approver(s), or default email addresses for generated emails and will auto-fill this information for you. If you are unsure of how you would like these fields utilized, you can leave these options blank and  add later.   **Default workflows that include Generate Email steps may have generic wording in the email that may not relate to the reason for your workflow.  Be sure to review the emails and reword them as needed. 
  •  The workflow consists of Steps which are initiated by specific Actions.
  • The example above contains the following steps:
    • Start:  The manager would initiate the request for a salary change for his/her employee
    • Approve/Reject HR Approval:  The request would be sent to the HR Approvals group for review.  
    • Generate Notification HR Action Request Approved:  If the request is approved, the system will generate an email to the Request Creator (manager) to inform him/her of the decision Or
    • Collect Note:  If the request is rejected, the system will request that a note is entered
    • Approve/Reject Modification:  The Request Creator (manager) will be able to review the note and either modify the request.  Once the request is modified, it will go back to the HR Approval step.
    • End:  The workflow is complete
  • To add a step, select  and select the type of step you want to add.
  • In this example, we will add a step to generate an email to the manager if the request is rejected.
  • Click on the new step to configure its settings and where it will fall in the workflow
    • a. Name:  Enter a name for the step.
    • b. Description:  Enter an optional description of the step
    • c. From:  Enter the email address this email should be sent from
    • d. Subject:  Enter the subject line of the email
    • e. Message:  Enter the email message
    • f. Tags:  Tags can be added to the subject or email message which will pull information from the system such as the requester or employee name.
    • g. Attachments:  Add any attachments the email should contain
    • h. Delay Send For: Delay the email from sending for a certain number of days
    • i. iCalendar Attachment Enabled:  Select this box to configure a calendar attachment
    • j. Send Notification To:  Select the employee or group that should receive the email
    • k. On Backup User, send Email to:  Select this box to configure a backup user to receive the email.
    • l. Add Action:  Select this button to add an action to the step. Different actions will be available based on the type of step that was selected.  
    • m. Save:  Save changes to this step (add actions before saving)
      • In this example, “On Done” is the only available action.  This means that the next step will be kicked off once this step is done.
      • Select theicon to configure the action
      • The name and description of the action are optional
      • Select the step that should follow this action
      • If applicable, click the drop down for “Set Status To” to specify what status this step will be updated to once complete. Use workflows already created as a reference to what the status should be.
  • Now that your step has been added, you will need to update Action for the step prior to it, in order to have that step kick off your new one.  Follow the same process as before, clicking on the step itself, then selecting the icon to configure the action, and selecting your new step as the “Next Step”
  • New steps will always be added to the top left of the workflow map.  Steps can be moved around on the map as desired.  Moving the steps on the map does not change the order in which they are processed, but it makes the flow easier to follow.

 

HR Actions

HR Actions allow employees to request changes that need to be approved before taking effect in the system. 

Creating a new HR Action

  • Go to Admin > Company Settings > HR Setup > HR Actions
    • Select
  • Select the HR Action Type and/or Sub Type from the dropdown lists:
    • My Employee Action Request - Regular, Hire, Rehire, Termination: Use this HR Action type for actions that a manager will initiate
    • My Information Action Request:  Use this HR Action type for actions the employee will initiate
      • a. Name: Enter a name for the action
      • b. Type: The type will be brought in automatically, based on your selection above
      • c. Workflow: Select the workflow that should followed for this action. If a new workflow is needed, click on the word “Workflows” to go directly to the workflows screen.
      • d. Screen Message: Enter an optional message that will display to the employee when the action is initiated
      • e. Groups: When creating a new action, no action items or item groups will be attached.  
        • Select and select the type of item(s) that need to be completed with this action. 
        • Select  
        • The selected items will be added to the item list.
      • Click on the icon to configure the item.
        • Check the “Required” box to make the action required.
        • Check the Override Security Restrictions box to allow employees to complete the action even if it would typically be restricted by their security profile.  This box is recommended for any action that may be assigned to an employee by a manager or administrator.
        • Some HR Action items may have additional options
          • Custom Form - Select the custom form that needs to be completed.
          • Deduction - Select the deduction that needs to be modified.

Initiating HR Actions

  • Initiating a My Employee Action Request (Manager/Admin initiated requests)
    • Go to Team > HR  > HR Actions
    • Click on the ‘Available’ tab
    • Click on the  button to the right of the HR Action you would like to initiate
    • Select the employee and enter the effective date for the change
    • Select
    • Enter the change you want to request and click  
    • Your request will now follow the workflow assigned to this HR Action
  • Initiating a My Information Action Request (Employee initiated requests)
    • Go to My Info > My HR > HR Actions
    • Click on the ‘Available’ tab
    • Click on the  button to the right of the HR Action you would like to initiate
    • Enter the change you want to request and click
    • Your request will now follow the workflow assigned to this HR Action
  • Initiating an HR Action via a checklist
    • HR Actions can be added to a checklist.  The action will be initiated when the task is selected by the employee from their To Do items.  See the Checklists guide for more details.
    • Adding an HR Action to a checklist allows a manager or administrator to assign a My Information Action type request to an employee, and to override the employee’s security to allow them to initiate an action they would not otherwise be able to request.
  • Security Settings
    • New HR Actions will not be available under My Employees > Employee Actions until they have been added to the security profiles.  At this time, you must contact Payroll Link to add a new HR Action to your profile. Your Payroll Link representative will need the following information:
      • Which security profiles should have access to initiate the HR Action for another employee?
      • Which security profiles should have access to initiate the HR Action for themselves?