Step 1: Create a Workflow

Screenshots are taken from a test system and may not match your system exactly.

Step 1: Create a Workflow | Step 2: Create a Task | Step 3: Create a Multi-step Workflow - optional

1. Sign in to Staffology HR.

2. Go to System Tools > Utilities > Tools > Workflow.

3. Select Create New Workflow.

4. Enter a memorable Name for the Workflow, such as ‘New Starter Workflow’.

5. Select the Category to identify where you want to save the workflow.

6. Use the Where Clause function to restrict who receives a trigger from the workflow. If you leave this blank, the workflow works for all employees.

   • You could use this to create different workflows for different job types or departments.

7. Select the workflow trigger you want to assign to the tasks. Choose either Absence When an employee or worker is absent from work. This can be for a variety of reasons., Leaver, New Starter, or Schedule.

   • Absence - triggers the tasks when entering a new Absence record.

   • Leaver – triggers the tasks when creating a Leaver.

   • New Starter – triggers tasks when adding a new employee.

   • Schedule – triggers tasks according to the Date field selected.

     For more information on the Schedule option, refer to Scheduled Trigger.

8. Select the Active checkbox to make the workflow live.

9. Choose Save.

Scheduled Trigger

Scheduled triggers trigger workflows based on date fields within the system. When a date is due, the workflow process triggers to ensure all necessary tasks take place.

You can set up the trigger using how many days/weeks until the date is due. Scheduled triggers use the same dates available in AENs.

• Scheduled trigger option is available when creating a workflow.

• When selecting the Schedule trigger, additional fields appear Field, Track By, Offset, and Anniversary.

  

• Field, Track By, and Offset are all mandatory.

• After assigning the workflow to a Schedule trigger, the workflow then triggers when an employee/group of employees meet the criteria specified within the trigger.

Manual Trigger

Only workflows with a New Starter or Leaver trigger have the Start Workflow functionality.

To manually trigger the workflow:

• After selecting a specific Workflow, in Actions, choose the Manually Trigger Workflow option.

  

• Choose the required employee(s) from the Employee Selector.

• On the Employee Selector, select Start Workflow.

• A prompt appears asking you to confirm you want to continue.

• Once complete, a message displays confirming the activation of the workflow.