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Configure my organisation's forms workflows

Updated

Available for the following EmploymentOS plans: Employment Lite, Employment Plus, Employment Unlimited 
Available for the following HR plans: Platinum 
Available for the following user access levels: Admin

The Workflow feature lets admins set up multiple levels of forms approval or automatically approve/decline Forms that meet certain requirements. This feature follows a "when-if-then" sequence for every step of the workflow.

Getting started

Quick setup: Add a forms workflow
  1. Log in to Employment Hero.
  2. Click the WorkFlows option on the left-hand side menu.
  3. Click on the Browse Templates tab.
  4. Select the Forms option.
  5. On your chosen form, click on Quick setup.
  6. Under Who does this apply to, select from the following: All employees, Groups, Primary cost centre, Location, Employing entities, Employment type, Job title, Employee start date, or Contract type.
  7. Under Form is one of, choose from your organization's forms.
  8. Under Approval flow type, select:
    • All approvers must approve (sequential)
    • All approvers must approve (parallel)
    • Any approver can approve
  9. Under Approver type, select: Primary manager, Secondary manager, Your chosen team, or Your chosen direct employee.
  10. Under Backup approvers, select: Assign a backup for each, Use a single backup, or No backup required.
  11. Click on Quick set up and publish.
Manual setup: Add a forms workflow
  1. Log in to Employment Hero.
  2. Click the WorkFlows option on the left-hand side menu.
  3. Click the Create New button.
  4. Select the Forms option and click Create New.
  5. Click the WHEN this happens field. Complete the field: When: Form submitted. Click Save.
  6. Click the IF these conditions are met field. Complete the fields and click Save.
  7. Click the THEN do this field. Choose among the following actions:
    • Request Approval:
      • Approval Flow Type: Sequential, Parallel, or Any.
      • Primary Approvers: Click Add approver for each.
      • Backup Approvers: Select assignment type.
  8. Click Save and then Save and Publish.

Helpful Hint

You need to publish this workflow for it to become active. Any Forms sent before the workflow becomes active will still need to be solved manually. Alternatively, you can ask employees to resubmit.

Daily activities

Publishing and Unpublishing

To Publish:

  1. Click WorkFlows Manage Workflows tab Forms.
  2. Click the button for the workflow and select Publish.

To Unpublish:

  1. Click WorkFlows Manage Workflows tab Forms.
  2. Click the button for the workflow and select Unpublish.

Editing and Deleting data

Edit or Delete a workflow

Important

You cannot edit or delete a published workflow. You have to unpublish it first.

  1. Navigate to WorkFlows Manage Workflows Forms.
  2. Select the workflow and click Edit or Delete.
  3. If editing, modify as needed and click Save.

Further information

The When-If-Then sequence and scenarios

Important

The When-If-Then sequences of workflows can only follow a particular flow: Step 1: WHEN (a trigger occurs), then Step 2: IF (particular conditions are met), then Step 3: THEN (a certain action can occur). This order cannot be changed.

Each step follows the When-If-Then sequence:

  • When: The situation that will trigger the workflow.
  • If: The condition that decides what action should be taken.
  • Then: The action that the platform will take.

Expense Claim Examples:

  • 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.
  • When an employee submits an expense claim request, If the expense claim category is "X", Then the request will be automatically declined.
  • When an employee submits an expense claim request, If the expense claim currency is "X", Then the request will be automatically approved.
  • 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.
Can I change the When-If-Then sequence?

No, the When-If-Then sequence cannot be changed. An IF field must always come before a THEN field.

Set up Will this work? Why?
WHEN - IF - THEN ✅ IF field comes before the THEN field.
WHEN - IF - THEN - IF - THEN ❌ IF field comes after the first THEN field.

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.

"And condition" and "Or condition" in the "IF" field

When you click the "IF" field, the "Add conditions" panel will slide out. You must fill in: Field, Condition, and Value.

The Add condition button lets you choose between:

  • And condition: The platform will take action only if BOTH the original and additional conditions are met. 
    Example: The platform acts only if the expense claim amount is over 5,000 AND has a category of Miscellaneous.
  • Or condition: The platform will take action if EITHER the original or additional condition is met. 
    Example: The platform acts if the expense claim amount is over 5,000 OR has a category of Meal Allowance. The workflow functions if one, two, or more conditions are met.

Explore related content

  • Manage and complete forms: The Forms feature gives you the ability to create a custom form with various question types and sections. You can then send it to individuals, teams, or a specific location.
  • Available Workflow templates: Workflow templates allow you to create automations for you to action when a set of requirements is met, or a specific action occurs.

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