How To Create A Date-Based Workflow

Workflows is a powerful tool built into your HRIS portal that gives you the ability to delegate tasks, send notifications, and so much more. Date-based workflows are a great option to automate your processes and procedures around performance reviews, employee events, or to ensure no critical employee information is missing.

Step-By-Step Instructions:

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 Date-Based Workflow button at the top of your screen.

From here, enter a Name and Description for the Workflow you are creating. Then, use the Enabled checkbox to activate the campaign immediately upon saving (checked) or leave the campaign as a draft after saving (unchecked).

Next, you will select your Trigger Type. (If you are unsure which Trigger Type to choose, we have explanations and examples of each here.)

Then, add your criteria. Any text in blue can be clicked on to be configured, and you can click [Add new condition] to create new conditions. For example:

• Employee Status is Active + Employee SSN is null (Employee trigger) - workflow would run for all active employees missing an SSN.
• Employee Status is Active + Event Code is equal to Final Warning (Employee Event trigger) - workflow would run for all employees with a Final Warning event (now and in the future).
• Employee Status is Active + Review's Next Date is within 30 days in the future (Employee Review trigger) - workflow would run whenever an employee's next performance review (per their Reviews tab) is 30 days in the future.

After adding your conditions, you will enter the Employee and/or Employer Actions for your workflow. You can select:

• Create a Task
• Notify
• None

If you choose to create a task or notification, you will be prompted to add a Subject/Task Name and Body/Instructions based on your selection.

Top Tip: You can Add Template Fields such as the employee's name to customize your notifications and tasks!

Finally, if you created any Employer Actions, you will be prompted to select who should receive the task. You may choose to assign the task based on:

• Role(s) - For example, all administrators, your HR manager, etc.
• User(s) - Select individual user(s) by name.
• Other - If your organization makes note of employee supervisors in your employee profiles, you can select to have the Employee's Supervisor receive the task. 

Once your workflow configuration is complete, click Save.

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.

If you selected for your campaign to be Enabled, then it will automatically run for any employees who meet the criteria specified.

If you unchecked the Enabled box, your workflow will be saved as a "Not Started" campaign on your Workflow Campaigns dashboard. Whenever you're ready, you can activate your campaign using the steps here.