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Creating and using Workflows in HR

Ciphr Academy
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This guide shows you how to configure bespoke Workflows in HR, guiding users through a set sequence of pages to complete a process.
 

Contents

Introduction

A Workflow lets you link a number of pages together to complete a particular task. For example, a promotion workflow might guide you through:

  1. The Jobs page
  2. Checking whether the employee receives any Allowances
  3. The Job and Pay page to add the new record
  4. Finally check their Terms and Conditions

Rather than remembering these steps each time, you can set up a Workflow to guide you through them.

 

To create a new Workflow

  • Go to Data Management > Create a Workflow
  • Click Add new record
  • Name the Workflow as required
  • If the workflow involves making an amendment to an individual employee record, as opposed to a system maintenance task, tick the Select Person box
  • Click Update
  • Click the arrow 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.

The Start a Workflow page requires a System Administrator licence.

 

To use a Workflow

  • Go to Data Management > 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 Data Management > 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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