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Configure my organization's employee file change workflows

Updated

Available for the following plans: Employment Plus, Employment Unlimited
Available for the following HR plan: Platinum
Available for the following user access level: Admin   

When changing an employee file record, the Workflow feature will let you customize the notification and approval flow for this change request. For example, when an employee discloses a medical issue, the feature can be used to let their line manager know about this change. The feature also follows a "when-if-then" sequence. To learn more about this process, please refer to The When-If-Then sequence and scenarios tab in the Further information section of this article.

Getting started

Walkthrough: Add an employee file change workflow
Add an employee file change workflow
  • Go to WorkFlows in the left-hand menu.
  • Click the Browse Template tab.
  • Click the Employee File Change button on the left.
  • Select the required template:
    • Request approval for pay detail changes
    • Notify when employment details are updated
    • Notify when medical disclosure is updated
    • Notify when the HR document is finalized
    • Request approval for job details changes
    • Notify when contract is sent
    • Create task when employment details updated
    • Request approval for job history changes
    • Request approval for benefit changes
    • Request approval for medical updates
  • Edit the following:
    • Who does this apply to?
    • Workflow Configuration
    • Define custom actions
    • Approval flow type 
    • Primary Approvers
    • Backup approvers
    • Single backup approver for all primary approvers (Optional)

  • You can open a draft or choose to Click the Quick Setup & Publish button.
     

    Important

    You need to publish this workflow for it to become active.

Add an employee file approval change workflow via the wizard
  1. Go to WorkFlows in the left-hand menu.
  2. Click the Browse Templates tab.
  3. Click the Employee File Change button.
  4. Click the Employee File Change Approval Wizard (Guided Setup) template.
  5. Complete the following fields:
    • Name.
    • Description.
    • Type of assignee.
    • Employee file change details.
    • Approvers.
  6. Click the Submit button.
  7. Click the Save and Publish button.
     

Daily activities

Publish an employee file change workflow
  1. Go to WorkFlows in the left-hand menu.
  2. Click the Manage Workflows tab.
  3. Click the Employee File Changes button.
  4. Click the Publish button.
     
Unpublish an employee file change workflow
  1. Go to WorkFlows in the left-hand menu.
  2. Click the Manage Workflows tab.
  3. Click the Employee File Changes button.
  4. Click the Unpublish button.
     

Editing data

Edit an employee file change workflow

Important

You cannot edit a published workflow. You have to unpublish it first before editing.

  1. Go to WorkFlows in the left-hand menu.
  2. Click the Manage Workflows tab.
  3. Click the Employee File Changes button.
  4. Click the Edit button.
  5. Edit the workflow as needed.
  6. Click the Save flow button.
     

Deleting data

Delete an employee file change workflow

Important

You cannot delete a published workflow. You have to unpublish it first before deleting.

  1. Go to WorkFlows in the left-hand menu.
  2. Click the Manage Workflows tab.
  3. Click the Employee File Changes button.
  4. Click the Delete button.
     

Further information

The When-If-Then sequence and scenarios

The Employee File Change WorkFlows feature lets you create a set of steps that the HR platform 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 schedule.
    • "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 the HR platform.

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

When you click the "IF" field when creating a schedule, 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 schedule will still function if two, three, or more conditions are met.

For our example, this means the schedule 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.

 

Example: Creating a task when employees update their Medical Disclosure Statement

If you wanted to create a task when an employee updates their Medical Disclosure Statement, you could use the following fields:

  • When: Medical Disclosure Statement Updated
  • If: Choose the conditions
  • Then: Create a task for an employee (e.g. an HR admin)

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