Available for the following HR classic plan: Platinum
Available for the following user access level: Admin
The Account Provisioning Workflows feature lets admins create workflows to automate the creation and deactivation of Google Workspace or Microsoft 365 accounts. Specifically, it can automatically create accounts for starting employees and deactivate accounts for terminated employees. Before you can use Account Provisioning Workflows, you first have to set up account provisioning on the platform. To learn more about this process, please refer to the following articles:
- Google Workspace software provisioning on the HR platform
- Microsoft 365 software provisioning on the HR platform
Add workflows
- Click the Workflows menu.
- Click the Create New button.
- Select the Account Provisioning option and click the Create New button.
- Click the When field.
- Complete the following fields:
- When:
- Employee started.
- Employee terminated.
- When:
- Click the Save button.
- Click the If field
- Complete the following fields:
- Field.
- Condition.
- Value.
- Click the Save button.
- Click the Then field.
- Complete the following fields:
- Then:
- Create Google Workspace account.
- Deactivate Google Workspace account.
- Create Microsoft account.
- Deactivate Microsoft account.
- Then:
- Click the Save button.
- Click the Save Flow and Publish button.
Manage data
- Click the Workflows menu.
- Click the Manage Workflows tab.
- Click Account Provisioning button.
- Click the Three Dots button.
- Click the Publish button.
- Click the Workflows menu.
- Click the Manage Workflows tab.
- Click Account Provisioning button.
- Click the Three Dots button.
- Click the Unpublish button.
Edit data
Important
You cannot edit a published workflow. You have to unpublish it first before editing.
- Click the Workflows menu.
- Click the Manage Workflows tab.
- Click Account Provisioning button.
- Click the Three Dots button.
- Click the Edit button.
- Edit the workflow as needed.
- Click the Save button.
Delete data
Important
You cannot delete a published workflow. You have to unpublish it first before deleting.
- Click the Workflows menu.
- Click the Manage Workflows tab.
- Click Account Provisioning button.
- Click the Three Dots button.
- Click the Delete button.
Further information
Important
The When-If-Then sequences of workflows can only follow a particular flow.
Step 1: WHEN (a trigger occurs), then step 2: IF (particular conditions are met), then 3: THEN (a certain action can occur).
This order cannot be changed. See the below accordion entitled 'Can I change the When-If -Then sequence?' for further information and examples.
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.
- 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.
- When an employee submits an expense claim request, If the expense claim category is "X", Then the request will be automatically declined.
- When an employee submits an expense claim request, If the expense claim currency is "X", Then the request will be automatically approved.
- 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.
Explore related content
- How to manage my organisation's leave workflows This feature lets you set up multiple levels of leave approval or automatically approve leave requests that meet certain requirements.
- How to manage my organisation's expense workflows This feature lets you set up a process for recording and managing expenses and automate expense request approvals.