1. Click the WorkFlows menu.
2. Click the type of Workflow you want to change. This could be:
   • Account Provisioning
   • Expense
   • Leave
   • Onboarding
3. Click the ellipsis of the Workflow you want to change.
4. Click the View button.
5. Check the WHEN and IF fields match the conditions in which you want an email to be sent.
   In the example below, the conditions are 'WHEN a leave request is created and IF it's created by Alfie May or Brenda Morales'. You can change these if required.
    
    
6. Click the THEN field.
   
7. Click the Add Action button.
   

8. Helpful Hint

   Send Email Notification includes several powerful capabilities:

   • External Recipients: Send to anyone outside Employment Hero by typing a complete, fully formatted email address (e.g., john.smith@domain.com) into the Recipients field. Once you type the full address, an option will appear to add it as an external recipient—click to add.
   • Clickable Hyperlinks: Click the link icon in the content editor to insert URLs or email addresses that recipients can click directly in the email.
   • Dynamic Subject Lines: Click the dynamic variable button (right side of Subject field) to personalise subjects with employee names, dates, or other variables.
   • Multiple Recipients: Search and select multiple roles, teams, specific employees, and external emails in one action—no need to create separate notifications.

   Under the THEN field, click the Send Email Notification button.
   

9. Add the needed recipients.
10. Add a subject line for the automated email.

11. Enter the content of the automated email.

    Important

    Use the comment icon to add data fields that pull information into the email for you. For example, you can add in the leave request's start date (!start_date), end date (!end_date) and the number of days of leave (days_of_leave). There are two required fields for the email. You must include the leave requester's name (!leave_requester_full_name) and the leave request link (!leave_request_url)

12. Click the Eye icon next to the email editor.

13. A preview window will slide open, showing you exactly what the final email will look like.

    Important

    This feature works seamlessly in both the Basic View and the advanced builder.

    You don't have to be in "edit" mode to see what your emails look like. You can quickly inspect emails on your live workflows at any time:

    1. Go to your Workflows dashboard.

    2. Select any active, published workflow you want to view.

    3. Click on the email notification step to open the preview and verify its design and layout.

14. Click the Save button. 

The Employee File Change Workflows feature lets you create a set of steps that Employment Hero will take regarding expense claims. Each step follows the When-If-Then sequence, which is like this:

• When this happens -> If this condition is met -> Then do this.
  • "When" is the situation that will trigger the workflow.
  • "If" is the condition that decides what action should be taken.
  • "Then" is the action that the platform will take.

To visualise this better, please see the examples below relating to expense claims. "X" and "Y" in these scenarios refer to values you can pick and enter on Employment Hero.

1. When an employee submits an expense claim request, If the expense claim amount is more than "X", Then the request will be sent to the executive leadership team for approval.
2. When an employee submits an expense claim request, If the expense claim category is "X", Then the request will be automatically declined.
3. When an employee submits an expense claim request, If the expense claim currency is "X", Then the request will be automatically approved.
4. When an employee submits an expense claim request, If purchase start date is after "X" AND end date is before "Y", Then the request will be automatically approved.

No, the When-If-Then sequence cannot be changed.

An IF field must always come before a THEN field.

Examples:

You cannot perform a THEN action and then have the workflow re-evaluate new IF conditions as part of the same workflow run. You will need to split these into separate workflows.

When you click the "IF" field when creating a workflow, the "Add conditions" panel will slide out. There, you will have to fill in the following: Field, Condition, and Value.

Below those is the Add condition button, which lets you set up an additional condition to come with the first one. When you click this button, you will be asked to choose between:

• And condition - This means the platform will take action only if BOTH the original and additional conditions are met.
• Or condition - This means the platform will take action if EITHER the original or additional condition is met.

To demonstrate this, here are some examples:

And condition:

For the image below, the platform will act only if the expense claim amount is over 5,000 AND has a category of Miscellaneous. The platform will not take the specified action in the "THEN" field if both are not met, even if one of the conditions is followed.

Or condition:

For the image below, the platform will take action if the expense claim amount is over 5,000 OR has a category of Meal Allowance. There just needs to be at least one condition met for the platform to act. So, the workflow will still function if two, three, or more conditions were met.

For our example, this means the workflow will act if the expense claim amount is over 5,000, even if it falls under a different expense category. The platform will also function if the request is under the Meal Allowance category, even if the amount is less than 5,000.