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 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.
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 use the date of an action or change in the system as a starting point to calculate when forms are assigned. 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.