Creating Workflows in Subscribe-HR

Revision as of 01:59, 1 July 2010

Workflows Explained

You are probably wondering what Request Type Workflows are and how they can help automate HR processes.

Request Type Workflows are a sequence of connected steps that are triggered when an action is performed, these steps may cause someone to be notified of the action and the person notified to respond to the action.

Example: An Employee submits a Leave Request, this could trigger a workflow to notify the manager.
The manager will receive a request template, when the manager approves or denies the request for leave this triggers another action in the workflow to notify the employee of the outcome of the leave request.

Creating Request Type Workflows

1. After logging into the Subscribe-HR portal, select the Development TAB.
2. Select the Objects folder.
3. Select the Object that relates to the workflow you wish to create.
   Example: (If you are creating a request workflow that triggers actions when Employee Property is assigned you would select the Employee Property Object.
4. Select the Workflow Tasks sub-folder.
5. Select the create button.
6. Enter the name of the Workflow.
7. Select the Workflow Type.
   Create New or Update Existing Records triggers when a record is create or updated in this related object
   Create New Records triggers when a new record is created only.
   Time Based is triggered when an event reaches a defined date or time.
   Update Existing Records triggers only when a record is updated.
8. Select Workflow Mode as Standard.
9. Select Create Task
   Yes will create a task in the reminders dashlet
   No will not create a task in the reminders dashlet
10. Select the Task Type as Request.
11. Select the Approval Form.
    If an appropriate approval form does not exist, or the drop down is empty
    You will need to contact Subscribe-HR to discuss what fields you require on your approval form.
12. Enter a description of the Workflow Task.
13. Select the Save button.
14. Select the Condition TAB.
15. Select the field that you want to apply a condition to.
    Example: This could be as simple as when Absence Reason Equals Maternity Leave. Once this condition is met then the workflow is triggered. The condition also takes into consideration the Workflow Type, If you selected Create New Records then the only time the condition is met is when Absence Reason equals Maternity Leave on creation of a new record. If we created a record and the Absence Reason was equal to Annual Leave and we updated this to Maternity Leave the workflow would not be triggered because it does not meet the Workflow Type rules.
    
    Adding further conditions becomes an AND statement where all conditions must be met before the workflow is triggered. There is no option to perform an OR statement at this time.
16. Select the Save button.
17. Select the Reminder TAB.