1. Click the WorkFlows menu.
2. Click the Employee File Change button.
3. Select the Employee File Change option and click the Create New button.
   
4. Click the When this happens 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.
   • Benefits Management - Request Change on Employee File
   • Request medical disclosure statement change.
   • Request employment history change.
   • Request pay details change.
   • HR document finalised.
   • HR document sent.
   • Additional information updated.
   • Employee file change fully approved.
   • Employee file change fully declined.
6. Click the Save button.
7. Click the If these conditions are met field.
   
8. Click the Add Conditions button.
9. Complete the following fields:
   • Field:
     • Additional Cost Centre.
     • All Admins Or Owners.
     • All Head of Employee Team Approved.
     • Any Admin or Owner.
     • Any Head of Employee Team Approved.
     • Approvers.
     • Contract Type.
     • Primary Cost Centre.
     • Decliners.
     • Direct Primary Manager Approved.
     • Employee File Change.
     • Employing Entity.
     • Employment Type.
     • HR Document Created.
     • HR Document.
     • HR Document Recipient.
     • HR Document Recipient Team.
     • HR Document Sender.
     • HR Document Type.
     • Job Title.
     • Location.
     • Employee.
     • Employee Start Date.
     • Primary Manager.
     • Secondary Manager Approved.
     • Secondary Manager.
     • Team Approved.
     • Team.
     • Custom Field Condition.
   • Condition:
     • Is equal to.
     • Does not equal.
     • Is one of.
     • Is not one of.
   • Value - the value depending on what you selected in Field.
10. Click the Save button.
11. Click the Then do this field.
    

12. Choose among the following actions.

    1. Request Approval

       • Approval Flow Type:

         • All approvers must approve (sequential).

         • All approvers must approve (parallel).

         • Any approver can approve.

       • Primary Approvers.
         • Click the Add approver button for each approver you want to specify.
       • Backup Approvers:
         • Assign a backup approver for each approver.
         • Use a single backup approver for all approvers.
         • No backup approvers required.

       • Backup approvers (Optional). 

    2. Automatically Approve

       • Approver's name.

    3. Automatically Decline

       • Decline reason.

       • Decliner.

    4. 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.

       Send Email Notification

       • Type of recipients.

       • Subject.

       • Contents.

    5. Create Task (useful for tasks such as ensuring proper handover of work and collecting all necessary documents to maintain compliance when an employee is on leave.)

       • Name of task.

       • Description.

       • Owner.

       • Send this task to an email address.

       • Subtasks.

       • Due date.

13. Click the Save button.

14. Click the Save and Publish button.
    
    

    Helpful Hint

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

    

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 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:

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.

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.

Employee File Change (EFC) Workflows currently cancel a pending or in-review request by default if a new change is made to the employee file from the same module.

How automatic cancellation works:

The auto-cancellation of the EFC approval request will only trigger if a new change is made from the same module that is listed in Employee File Approvals for the pending request.

Example: If a change to the pay run details module is made and the original request is in review/pending status, a further change to Salary history will not cancel the pay run details approval process, since these are different modules.

This ensures that unrelated changes to an employee's file don't interfere with approval processes for different areas of their employment record.

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)