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
   • Teams
   • Primary cost centre
   • Location
   • Employing entities
   • Employment type
   • Job title
   • Employee start date
   • Contract type
7. Under Form is one of, choose from your organisation's forms.
8. Under Approval flow type, select from the following:
   • All approvers must approve (sequential)
   • All approvers must approve (parallel)
   • Any approver can approve
9. Under Approver type, select from the following:
   • Primary manager of submitter
   • Secondary manager of submitter
   • Your chosen team.
   • Your chosen direct employee.
10. Under Backup approvers, select from the following:
    • Assign a backup approver for each approver
    • Use a single backup approver for all approvers
    • No backup approvers required.
11. Click on Quick set up and publish.

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 the Create New button. 
5. Click the WHEN this happens field.
6. Complete the following fields:
   • When:
     • Form submitted
7. Click the Save button.
8. Click the IF these conditions are met field and make your selection.
9. Click the Save button.
10. Click the THEN do this field and make your selection.
11. 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. Click the Save button.

    3. Click the Save and Publish button.
        

       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 in the old way. Alternatively, you can ask employees to resubmit.

        

1. Log in to Employment Hero.
2. Click the WorkFlows option on the left-hand side menu.
3. Click the Manage Workflows tab.
4. Click Forms option.
5. Click the  button for the workflow you need to publish.
6. Click the Publish button. 

1. Log in to Employment Hero.
2. Click the WorkFlows option on the left-hand side menu.
3. Click the Manage Workflows tab.
4. Click Forms button.
5. Click the  button for the workflow you need to unpublish.
6. Click the Unpublish button.
    

1. Log in to Employment Hero.
2. Click the WorkFlows option on the left-hand side menu.
3. Click the Manage Workflows tab.
4. Click Forms button.
5. Click the  button for the workflow you need to edit.
6. Click the Edit button.
7. Edit the workflow as needed.
8. Click the Save button. 

1. Log in to Employment Hero.
2. Click the WorkFlows option on the left-hand side menu.
3. Click the Manage Workflows tab.
4. Click Forms button.
5. Click the  button for the workflow you need to delete.
6. Click the Delete button. 

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:

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.

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.