Workflows is a powerful tool built into your HRIS portal that gives you the ability to delegate tasks, assign LMS course trainings, send notifications, and so much more. Review & Approve workflows are a great option to document employee approval of office policy changes and employee handbook updates. Here's how to create one.
To get started with creating your first workflow, launch the Workflows module from the home screen in your HRIS portal.
From your Workflow Campaigns dashboard, click the New Campaign button at the top of your screen.
From here, enter a Name and Description for the Workflow you are creating. Then, select Review & Approve Text as the Workflow Template you would like to use from the drop-down menu.
You will also have the option to choose a Due Date for this workflow if you have an internal deadline for completing the workflow. Once done, click Next.
Next, you will enter the employee-facing details for your workflow. This includes:
- The Task Name the employee will see.
- Content - Here you can write out, link to, or upload the information you need employees to review and approve.
- Confirm Text - We have a default confirmation statement, but you can edit this per your business needs.
- Include Signature Field - Leaving this box unchecked will simply require employees to check a box that they have read and understood the change. If you check this box, the task will also include a field for an employee's electronic signature and date.
- Pop-up preferences - Whether or not you want a pop-up task to appear when the employee logs in, and whether or not they must complete the task before the pop-up will disappear.
Once you are done setting up your task notification, select the Save & Preview button.
Here, you will be able to see what will be displayed to an employee upon sign in. If you are satisfied with this message select the Next button. If you need to make any changes, you can select Edit.
Additionally, if you would like to set up email notifications, you can do this by clicking Click here to turn on email notification and/or configure content.
This will open a pop-up to edit your email notifications. Check the box to Send Email Notifications, make any edits to the email the employee will receive, and then click Save to set up email notifications.
Once you are done setting up your task and notification settings, it is time to select which employees to assign the workflow to.
You can choose to assign the workflow to all active employees by selecting Active Employees from the Employee Inclusion Criteria drop-down menu. Or, you can use the filter criteria to filter for specific employees by selecting Add new condition.
If you choose to filter criteria for specific employees, you can select the Test Filter button to view your filter results so you can make sure you have the correct employees assigned to the training.
You will also need to select if you would like to automatically trigger the workflow to apply to new employees matching the filter criteria, or if it should only apply to employees currently meeting the filter criteria. Then, click Next.
Finally, select if you would like to begin your workflow Now or at a later date, then click Next.
If you select Now, it will immediately deploy to any employees meeting your specified criteria.
If you select Later, the workflow will be created and viewable on your Workflow Campaigns dashboard but will display as Not Started until you choose to activate it.
Once activated, you can come back any time to view who has completed the workflow and who is still in progress.
Top Tip: Users must have access to the My Tasks module in order to receive workflow task notifications in their Employee Self-Service platform. You can make changes to user role access following the instructions here.