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Creating and using Workflows

Adam
Updated
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This guide shows you how to configure bespoke workflows.

Contents

Introduction

A Workflow allows you to link a number of pages to fulfil a particular task. This could, for example, be for a promotion, where you may want to review the Jobs page, check if the employee is in receipt of any Allowances, go to the Job and Pay page to insert the new record and finally review their Terms and Conditions. Instead of having to remember to complete these steps each time, a Workflow could be created.

 

To create a new Workflow

  • Go to the following area:
    • Latest (left-hand) menu: Data Management > Create a Workflow
    • Pre-2025 (top) menu: People Admin > Workflows > Create a Workflow
  • Click Add new record
  • Name the Workflow as required
  • If the workflow is to be for a particular employee, as opposed to a system maintenance task, tick the Select Person box
  • Click Update
  • Click the plus sign on the left of the newly entered workflow name
  • This provides access to two tabs; Steps and Roles
  • Ensure that you are on the Steps tab, click Add new record
  • Each step in the workflow needs an Order number and a Step Description. You will then need to select the Step Link which represents the page in HR that the step will take you to 
  • Click Update to save the step, and then using the Add new record option, continue to add other steps for the workflow as required
  • Once all the required steps have been entered, access to the Workflow needs to be allocated to the required User Roles
  • Click on the Roles tab and select the user role you wish to add and click Update. Repeat this process to add all required User Roles

Note: To use Workflows, the User Role must have write access to the Start a Workflow and Incomplete Workflows pages. The role should also have the Show Alerts option enabled in the Details area of Role Management.

 

To use a Workflow

  • Go to the following area:
    • Latest (left-hand) menu: Data Management > Start Workflow
    • Pre-2025 (top) menu: People Admin > Workflows > Start Workflow
  • The screen will display all the Workflows that the user’s role has been granted access to
  • Select the required Workflow
  • All the configured steps will be displayed
  • If the Select Person option is enabled, when using the workflow, you will first be prompted to select the employee the workflow is to be run.
  • Click on the first step in the workflow. In the example, the step will take you to the Jobs page. Carry out any actions in the product area as required for the workflow you are processing
  • Having initiated the workflow, the screen will display an Alerts button, which will indicate the number of tasks that are outstanding and then, when clicking on the button, will expand to display the workflow for which the actions are required.
  • Click on the process to complete the remaining steps
  • Once all steps have been completed, click Mark as done, which will remove the workflow from the list of incomplete workflows

 

Incomplete Workflows

  • Go to the following area:
    • Latest (left-hand) menu: Data Management > Incomplete Workflow
    • Pre-2025 (top) menu: People Admin Workflows Incomplete Workflow
  • The screen will display all the Workflows that are incomplete
  • Click on the required workflow
  • The steps that will be displayed indicate those which are complete and those that are not
  • If a step has been carried out then that step can be manually changed to Done using the slider option
  • If all steps have been completed then the workflow can be ended by clicking Mark as done
  • Click on the step name to execute a specific step 
Note: Workflows are individual user-specific and cannot be shared amongst users in the same role. For example, if HR User 1 starts a process, then HR User 2 will not see the process and therefore won’t be able to continue the process.

 

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