Workflow Configuration Tool...Other forms will be added to the tool in future product updates. Move...

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Workflow Configuration Tool All Rights Reserved. This is unpublished material and contains trade secrets and other confidential information. The unauthorized possession, use, reproduction, distribution, display, or disclosure of this material or the information contained herein is prohibited. Information in this document is subject to change without notice. The accompanying software is subject to a license agreement and the software may be copied or distributed only as within the agreed terms. This document includes product names claimed by the companies that manufacture these products. It is not our intent to claim these names or trademarks as our own. Neither Vibe HCM, Inc. nor the authors of this documentation shall be liable to the Customer or any other person or entity with respect to liability, loss, or damage caused or alleged to have been caused directly or indirectly by the software or this documentation.

Transcript of Workflow Configuration Tool...Other forms will be added to the tool in future product updates. Move...

Page 1: Workflow Configuration Tool...Other forms will be added to the tool in future product updates. Move to a standard workflow When first selecting a workflow in the tool, the following

Workflow Configuration Tool

All Rights Reserved. This is unpublished material and contains trade secrets and other confidential information. The unauthorized possession, use, reproduction, distribution, display, or disclosure of this material or the information contained herein is prohibited. Information in this document is subject to change without notice. The accompanying software is subject to a license agreement and the software may be copied or distributed only as within the agreed terms. This document includes product names claimed by the companies that manufacture these products. It is not our intent to claim these names or trademarks as our own. Neither Vibe HCM, Inc. nor the authors of this documentation shall be liable to the Customer or any other person or entity with respect to liability, loss, or damage caused or alleged to have been caused directly or indirectly by the software or this documentation.

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Contents General Information ..................................................................................................................................... 2

What is the Workflow Configuration Tool? .............................................................................................. 2

First Steps ...................................................................................................................................................... 2

How to access the tool .............................................................................................................................. 2

Available workflows .................................................................................................................................. 2

Move to a standard workflow ................................................................................................................... 3

Managing Workflows .................................................................................................................................... 3

Changing the Active Workflow ................................................................................................................. 5

Customize a Workflow .................................................................................................................................. 6

Adding a Step ............................................................................................................................................ 7

Action Setup Options ................................................................................................................................ 8

Create a Custom Workflow ..................................................................................................................... 11

Delete a Workflow .................................................................................................................................. 12

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General Information

What is the Workflow Configuration Tool? The tool provides access to out-of-the-box, core workflow configurations to various workflows in the

system. It allows the user to select an existing core workflow or customize it to suit business needs. This

gives the user more control over these processes and changes can be made at any time.

First Steps

How to access the tool The workflow configuration tool is accessible via the Hamburger Menu > Admin section:

Only those in the Workflow Administrator role will have access to this tool.

If the link is not present, please reach out to General Support to have this turned on.

Available workflows The workflow admin tool is configured to manage workflows for the following forms:

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Emergency Contacts

Vacation Request

Address Management

Leave of Absence

Tax Withholding

Banking Information

Name and Personal Data

Promo / Transfer

Pay Change

Termination

Hire

If a form is not enabled in your system, there will be no access to manage the workflow.

Other forms will be added to the tool in future product updates.

Move to a standard workflow When first selecting a workflow in the tool, the following notice may display:

This means you will need to contact General Support, as your system currently utilizes custom

workflows. To be able to use the new tool, you will need to be moved onto a core standard workflow

first.

This can be done on a per-form basis.

Managing Workflows To manage a workflow, start by selecting the applicable form from the list on the left:

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The available workflows for that form will then display:

1. Active – Indicates which workflow is the one currently in use for the form.

2. Core – Indicates a core standard workflow.

3. Custom – Indicates a workflow that has been customized using the tool.

4. Customize – Allows the user to make changes to that workflow.

a. In the case of a Core standard workflow, this would create a duplicate custom workflow.

5. A chart showing the different steps of the workflow.

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Some core workflows, such as the Name and Personal Data form workflow, have conditional items:

These conditions cannot be modified. It is also not possible to add conditions to

workflows.

Changing the Active Workflow

1. The active workflow will display with a checkmark.

2. To change to another workflow, click the checkbox on the applicable workflow option.

3. Click SAVE.

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4. Once SAVE is clicked, a notification will appear to confirm the change has been made.

If attempting to change the active workflow while there are in progress transactions for that form, a note will appear:

If the active workflow is changed, any in progress transactions for that form will

be reset and be subject to the new active workflow. Clicking SAVE will change the workflow. Clicking CANCEL will leave the active workflow as it was before, and no

changes will be made.

Customize a Workflow To begin, click CUSTOMIZE on the workflow you wish to modify.

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1. Click the pencil icon to change the name of the workflow (this is required if any changes are

made to the workflow steps, making a custom workflow)

2. Click the plus sign to add a step to the workflow.

3. Click the pencil icon to edit a step, or the trashcan icon to delete the step.

4. Toggle on/off workflow emails. If toggled off, no emails will be sent out for this workflow, even

if an email step exists in the flow.

5. Once changes have been made, click SAVE. Clicking RESET, will undo any changes made (if it

hasn’t been saved) and clicking CANCEL, will close out of the customization screen.

Adding a Step

1. Enter a name for the step

2. Choose step actions, by clicking in the field and selecting the action type from the dropdown.

a. Email – Send an email notification

b. Approval – Add an approval step. The recipient would need to approve or reject the

task. An approval is recorded in the system and will set in motion any data changes

made in the form.

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c. Acknowledgement – Add an acknowledgement step. The recipient would click to

acknowledge receipt of a task. This type of step would not impact any data changes in

the system.

3. For each action type selected, an associated Setup option will appear. See Action Setup Options.

The setup options must be completed to finalize the workflow.

4. Once done, click OK.

Action Setup Options When adding a step action, an associated Setup step is required.

1. Setup Email Information

A. Select the roles from the dropdown that will receive the email OR move to step C and select

specific email addresses. This notification can only go to roles or an email address, but not both.

B. Click the View Members icon to see members of that role.

If selecting a role that is dependent on data access/hierarchy restrictions, the role members that will display will not necessarily all receive the email. Only those with appropriate data access would receive the email, based on the workflow

initiator.

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C. If you chose not to add a role, an email address can be added that can receive the email

notification. Only one email address can be added.

D. Add a subject line for the email.

E. Select an email template from the dropdown. This will prepopulate the email body with the

notification text and tokens.

F. If you choose to modify the template, you can rename it using this field.

G. Use the text edit tools to customize the message or add additional verbiage as needed.

H. Use the dropdown to select tokens to be added to the message. To do this, click in the message

field where you would like the token to appear. Then select the token from the dropdown and

click INSERT.

a. Tokens are tags that can be added into the email that will pull in specific data from the

system, to customize the email based on the initiator.

I. Once the email is configured, click SAVE.

Please be mindful when using tokens about who will be able to see the email notification. This becomes especially important with tasks such as Leave of Absence where some tokens may provide information that may need to be

restricted by law.

It is recommended to use a distribution list email, if multiple email recipients

are needed for a step. However, it is possible to include multiple email steps.

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2. Setup Approval Information

A. Select the roles from the dropdown that will receive the task.

B. Click the View Members icon to see members of that role.

If selecting a role that is dependent on data access/hierarchy restrictions, the role members that will display will not necessarily all receive the task. Only those with appropriate data access would receive the email, based on the workflow initiator.

C. Once the roles have been selected, click SAVE.

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3. Setup Acknowledgement Information

A. Select the roles from the dropdown that will receive the task.

B. Click the View Members icon to see members of that role.

If selecting a role that is dependent on data access/hierarchy restrictions, the role members that will display will not necessarily all receive the task. Only those with appropriate data access would receive the email, based on the workflow initiator.

C. Once the roles have been selected, click SAVE.

Create a Custom Workflow It is not possible to create a custom workflow from scratch. The tool is designed to make sure users

follow workflow guardrails to prevent any errors.

To create a custom flow, start by selecting a core workflow as the template. Then click CUSTOMIZE.

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Then following the instructions from Customize a Workflow, change the name of the workflow.

Once you make any changes to the workflow, and click SAVE, the tool will create a duplicate of the core

workflow with the changes and label it as CUSTOM.

Delete a Workflow To delete a custom workflow, click the trashcan icon beside the applicable workflow:

• It is not possible to delete a core workflow.

• It is not possible to delete a custom ACTIVE workflow.