Workflow Triggers

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Workflows on the intelliHR platform play a crucial role in your ability to automate business processes. These workflows can be designed by you, and tailored to your organisation to ensure no part of the process is ever missed.

Although workflows can be manually triggered at any time, there are 15 trigger events on the platform that, when they occur, will prompt you to schedule a workflow. A list of the default event triggers and the associated workflows can be seen below. Each trigger event can have multiple workflows attached, as explained in the linked article.

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This article covers:

• Workflow Events and the Standard Workflows triggered
• Workflows without a Trigger Event 

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Workflow Event Triggers

The below list details the range of events on the platform which will automatically trigger a workflow, and the workflow associated with the event.

• Job work type is changed from Fixed Contract to Permanent - Converting to Permanent

• A change of role. One, or several of the following job attributes is changed: Position Title, Business Unit, Supervisor - Changing of Role

• Job action 'Finalise leave return date' is selected either on the employee's profile or through the compliance area - Return from Extended Leave

• Job action 'Go on Extended leave' is selected - Go on Extended Leave

• Job end date finalised for an employee with a work type of Permanent, Temporary/Casual, or Fixed Contract - Leaving the business

• Job end date finalised for an employee with a work type of Unpaid - Finish Unpaid Worker

• New job with work type of Fixed Contract - New Fixed Term Contract Onboarding

• New job with work type of Permanent - New Permanent Onboarding

• New job with work type of Temporary/Casual - New Temporary/Casual Onboarding

• New job with work type of Unpaid - New Unpaid Onboarding

• Training is added to an employee's record - Training Completed

• A Performance Management is created at, or escalated to, the Expectation Letter status and 'Send Action Plan to Employee' is selected - Performance Management - Expectation Letter

• A Performance Management is created at, or escalated to, the First Warning status and 'Send Action Plan to Employee' is selected - Performance Management - First Warning

• A Performance Management is created at, or escalated to, the Second Warning status and 'Send Action Plan to Employee' is selected - Performance Management - Second Warning

• A Performance Management is created at, or escalated to, the Final Warning status and 'Send Action Plan to Employee' is selected - Performance Management - Final Warning

Tip: The workflows linked to each trigger event can be quickly tailored to the needs of your organisation by any user with access to this area of the platform. To customise your workflows, edit using the steps above.

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Note: Workflows that have no event configured will need to be manually triggered. To manually trigger a workflow please see steps outlined below. 

Workflows without a Trigger Event 

1. Navigate to the Engagement >> Workflow.

2. Select Trigger beside the desired Workflow.

3. Enter the date you wish to start the Workflow on (e.g. for an onboarding workflow enter the start date of the new hire and all of the forms will be lined up relative to this date).

4. Select the Job and Person you wish to be the subject of the Workflow.

5. Select Trigger.