How to create workflows

Overview:

The workflow feature will enable you to set notifications and reminders for selected employees or groups of employees to receive when either a data change event or date event is triggered. For example, you may wish someone responsible for Payroll to receive a notification if an employee changes their bank details (data change event), or you may like a manager to know two weeks before their employee’s probation ends (date event). 

Step 1 - To add a new workflow you will want to make sure its enabled. To do this go to Admin/Permissions/Page Permissions and turn on the workflow builder page for the relevant user groups. Workflows will now appear in the admin menu. 

Step 2 - Once you have done that and are on the workflows page you can add a new workflow using the green “Add a New Workflow” button. This will then bring up a menu asking you to name the workflow and whether it’s a data change event or date event workflow. Once you have filled that information in press save. 

Step 3 - In tab 1. Columns, choose the required field(s) from the available data events column and drag them to the selected columns box, then press save. 

Step 4 - In tab 2. Conditions, set the number of days, weeks, months of years away from the date you would like to receive the notification for. 

Step 5 - In tab 3. Affect, choose which employees you would like to trigger the notification. If you would like the notification to be sent if any employees are affected, click the toggle to make it green. In this example we are setting a notification when a probation date approaches so I am happy for it to trigger when any employee’s probation date is approaching, regardless of team or department or site etc…

Step 6 - In tab 4. Notify, choose how you would like the notification recipients to be informed. Either by email or through the system, or both. The select who you would like to receive the notifications. We have included the option to send to set email addresses in the event you may have shared email groups for specific parts of your business you wish to be notified. You can also choose to notify the affected employee if required. The feature is particularly useful if you are setting a data change notification for an event such as when a KPI or evaluation has been edited and you wish to draw the employees’ attention to it. Don’t forget to save it all once you are finished.