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Configure my organization's offboarding workflows

Updated

Available for the following plans: Employment Unlimited
Available for the following HR plans: Platinum
Available for the following User Access level: Admin    

The Offboarding Workflows feature lets admins create workflows to automate the sending of an exit survey when you offboard an employee from your platform. This feature follows a "when-if-then" sequence for every step of the workflow. To learn more about this and see examples, please refer to The When-If-Then sequence and scenarios tab in the Further information section of this article.

Add workflows

Walkthrough: Add an offboarding workflow
Add an offboarding workflow
  1. Click the Workflows menu.
  2. Click the Browse Templates button.
  3. Select the required Offboarding template.
  4. Click the When field.
  5. Complete the following fields:
    • When:
      • Employee termination date is approaching. 
  6. Click the Save button.
  7. Click the If field
  8. Complete the following fields:
    • Field.
    • Condition.
    • Value.
  9. Click the Save button.
  10. Click the Then field.
  11. Complete the following fields:
    • Then:
      •  Send existing survey to employee.
        1.  
          1. Select exit survey template.
          2. When will this action be performed.
      • Create Task
        1.  
          1. Enter name of task.
          2. Enter description of task.
          3. Enter Owner.
          4. Enter who to send this task to.
          5. Enter subtasks.
          6. Enter due date.
          7. Enter when this action will be performed.
      • Send email notification
        •  
          1. Enter email recipients.
          2. Enter subject line.
          3. Enter email content.
          4. Add action if required.
  12. Click the Save button.
  13. Click the Save Flow and Publish button.
     
Set up workflow according to termination type

If you would like to set up different workflows according to termination type (e.g. If you would like to set up a company-wide email in the event of a retirement, or if you would like to automatically set up an exit interview for a resignation), follow the process below.

  1. Click the Workflows option on the left-hand side menu.
  2. Click the Browse Templates button.
  3. Select the required offboarding template.
  4. Click the When field.
  5. Complete the following fields:
    • When:
      • Employee termination date is approaching. 
  6. Click the Save button.
  7. Click the If field
  8. Complete the following fields:
    • Field - select Termination Type
    • Condition - select Is one of
    • Value (select the termination type for which you would like to set up a workflow).
  9. Click the Save button.
  10. Click the Then field.
  11. Complete the following fields:
    • Then:
      •  Send exit survey to employee.
        1.  
          1. Select exit survey template.
          2. When will this action be performed.
      • Create Task
        1.  
          1. Enter name of task.
          2. Enter description of task.
          3. Enter Owner.
          4. Enter who to send this task to.
          5. Enter subtasks.
          6. Enter due date.
          7. Enter when this action will be performed.
      • Send email notification
        •  
          1. Enter email recipients.
          2. Enter subject line.
          3. Enter email content.
          4. Add action if required.
  12. Click the Save button.
  13. Click the Save Flow and Publish button.
     

Manage data

Publish an offboarding workflow
  1. Click the Workflows menu.
  2. Click the Manage Workflows tab.
  3. Click Offboarding button.
  4. Click the Three Dots button.
  5. Click the Publish button.
     
Unpublish an offboarding workflow
  1. Click the Workflows menu.
  2. Click the Manage Workflows tab.
  3. Click Offboarding button.
  4. Click the Three Dots button.
  5. Click the Unpublish button.
     

Edit data

Edit an offboarding workflow

Important

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

  1. Click the Workflows menu.
  2. Click the Manage Workflows tab.
  3. Click Offboarding button.
  4. Click the Three Dots button.
  5. Click the Edit button.
  6. Edit the workflow as needed.
  7. Click the Save button.
     

Delete data

Delete an offboarding workflow

Important

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

  1. Click the Workflows menu.
  2. Click the Manage Workflows tab.
  3. Click Offboarding button.
  4. Click the Three Dots button.
  5. Click the Delete button.
     

Further information

The When-If-Then sequence and scenarios

The Leave WorkFlows feature lets you create a set of steps that the HR platform will take regarding time off request approvals. 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. "X" and "Y" in these scenarios refer to values you can pick and enter on the HR platform.

  1. When an employee submits a time off request, If the time off hours is more than "X", Then the time off request will be sent to the executive leadership team for approval.
  2. When an employee submits a time off request, If the time off hours is more than "X", Then the time off request will be automatically declined.
  3. When an employee submits a time off request, If the time off request comment contains "christmas", Then the time off request will be automatically approved.
  4. When an employee submits a time off request, If start date is after "X" AND end date is before "Y", Then the time off request will be automatically approved.
"And condition" and "Or condition" in the "IF" field

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 time off request falls between 15/02/2024 and 22/02/2024 AND has a category of Annual Time Off. 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 time off request falls between 15/02/2024 and 22/02/2024 OR is filed by employee Armin Jaeger.

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 time off request falls between the date range provided, even if a different employee filed it. The platform will also function if employee Armin Jaeger filed the request, even if the request falls outside the date range provided.