As part of the configuration of your system you may wish to edit some of the workflows that are triggered by events such as training and leaving the business. Guides on how to complete those individual tasks can be found in the ‘how to’ guides for system administrators and employees.
The aim of this article is to explain the relationship between form designs, form batches and workflows by way of an example.
A Form Design is the base template of a particular form, from which form instances are created once they are sent to an employee.
Form Batches are the list of form designs used in a workflow. From the Form batches page you can create and edit form batches to customise which form designs are used in a workflow and when tasks are assigned, based on the job action date.
Form batches use the date of an action or change in the system as a starting point to calculate when forms are assigned. All forms relate to one subject person, however they may be completed by different respondents at different times.
The Form Batch only determines when each form design is issued. The behaviour of each form (who it goes to, due dates, further actions) will depend on the settings for each form design in the batch. For more information on controlling form settings, see How to Customise the Settings of a Form Design.
A workflow is a pre-set schedule of tasks that will be assigned to various people at different points in time. It’s triggered by an action within the system and all the tasks created relate to a single subject person. Workflows can be triggered by job changes (eg onboarding, offboarding, going on extended leave), or by specific events (eg a training event). Workflows can also be triggered manually, if needed. For more information on triggering workflows, see How to trigger a Workflow.
John is a system administrator who wants to amend the ‘Leaving the Business’. Currently, John can see that 4 forms will be triggered when an employee is leaving the business.
Following a discussion about the process with the HR manager, he has decided he would like to remove the ‘Recruitment Business Case Assessment’ from this process and in it’s place he would like to have an ‘Authority to Recruit’ form to complete.
In step 1 John will navigate to Form Designs. He will create a new ‘Authority to Recruit’ form that is specific to the business.
In step 2 he will navigate to Form Batches and search for the ‘Leaving the Business’ form batch and select edit, once here he can delete the ‘recruitment business case assessment’ and select ‘ Add Form Design’ to add the newly created ‘Authority to Recruit’.
Once the first two steps have been completed John can complete step 3; return to the Workflows section, and the change to the form batch will have been reflected in the workflow.
If you have any further questions about intelliHR automation processes, contact your friendly Customer Success Team.