1. Click the WorkFlows menu.
2. Click the Employee File Change button.
3. Select the required template.
   
4. Click the When field.
   
5. Click the When dropdown and choose from::
   • Medical disclosure statement added.
   • Medical disclosure statement updated.
   • Medical disclosure statement deleted.
   • Employment details updated.
   • Employment history added.
   • Employment history updated.
   • Employment history deleted.
   • Request employee details change.
   • Request medical disclosure statement change.
   • Request employment history change.
   • Request pay details change.
   • Request employee benefit change.
   • Employee file change approval.
   • Employee file change declined.
   • HR document finalised.
   • HR document sent.
6. Click the Save button.
   
7. Click the If field.
   
8. Click the Add Conditions button.
   
9. Edit the following:
   • Field.
   • Condition.
   • Value.
10. Click the Save button.
    
11. Click the Then field.
    
12. Complete the following fields:
    • Then:
      • Create a task:
        • Name.
        • Description (optional)
        • Owner.
        • Send this task to an email address.
        • Subtasks.
        • Due date.
      • Send email notification:
        • Type of recipients.
        • Subject.
        • Content.
      • Request approval.
        • Approver.
        • Backup approver.
      • Automatically approve:
        • Approver.
      • Automatically decline:
        • Decline reason.
        • Decliner.
13. Click the Save button.
    

14. Click the Save and Publish Flow button.

    Important

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

    

1. Click the WorkFlows 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.
   

1. Click the WorkFlows menu.
2. Click the Manage Workflows tab.
3. Click the Employee File Changes button.
4. Click the Publish button.
   

1. Click the WorkFlows menu.
2. Click the Manage Workflows tab.
3. Click the Employee File Changes button.
4. Click the Unpublish button.
   

1. Click the WorkFlows 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.
   

1. Click the WorkFlows menu.
2. Click the Manage Workflows tab.
3. Click the Employee File Changes button.
4. Click the Delete button.
   

You can create and use custom fields as conditions when you set up workflows. This will help you to properly target the right employees to be affected by the workflow. The Custom Fields feature lets you customise employee file fields, with the ability to ask a free text, single-select, or multi-select question. Learn how to set up a custom field in

this article.

Note: Make sure you have the 'Capture field during onboarding' selected when setting up a custom field.

Once you have set up a new custom field you can then select these within the Condition section of an employee file change workflow. Whatever you have named the custom field will appear in the dropdown list. 

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 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 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.

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.

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).