Workflows are a series of forms (sent as Tasks) assigned to various people at different points in time as a result of an action or change in the system. The tasks are sent in a specific order based on the day of the event with the subject person always being the person who's profile triggered the event, the respondent can vary.
There are 17 events on platform that can trigger a workflow. Each event can have numerous workflows attached to it, but only one workflow can be chosen per a triggered event (i.e. different on-boarding workflow depending on the persons work type).
To view the list of events on the platform that triggers a workflow, see the Workflow Triggers article. Attaching a workflow to these events ensures you are retrieving all the necessary data and eliminates the risk of a missed step in a process.
To create a workflow:
1. Navigate to Automation >> Workflows.
2. Select Create New Workflow.
3. Select the Triggering Event from the dropdown list.
4. Name the new Workflow.
The name chosen here will be visible when triggering a workflow. Keep this in mind when a single event has multiple workflows attached to it ensuring the name is descriptive to the event it is intended for.
5. Select Add a Form.
6. Select the first form you would like to add to the workflow from the Form Design dropdown.
It is recommended that all forms you intend to use within a workflow are created prior to creating a new workflow. Refer to Creating a New Form Design for further information on how to do this.
7. Choose when the form is to be sent in correlation to the day of the event.
Forms can be sent before the event, on the day of the event, or after the event.
If a form is to be sent prior to the date of event and the event is actioned on the system with less days to the event than allocated to the form, it will be sent as soon as the action is made on the platform, ensuring no points of data collection are missed. Refer to example below.
8. Select Add.
As forms are added to the Workflow, they will populate in the timeline shown.
Forms that are triggered off the back of a completed form will also display in the timeline. To see what form is triggered off a specific form in the workflow, click on the arrow to the left of the parent forms title.
To edit or remove a form from the workflow, you can do so with the edit and remove options to the right of each form shown on the timeline.
9. Once all desired forms are added to the workflow, select Save.
Workflows can be changed at anytime. When making a change to a workflow, keep in mind already triggered workflows will not reflect these changes. The changes will be active in any new workflows triggered after the change has been made.
Form: New Hire Personal Information (14 days before job start date)
Form: New Hire Payroll Information (10 days before job start date)
Form: Policies and Procedures Compliance Task (7 days before job start date)
Form: New Employee Orientation Task (0 on job start date)
Form: Anti-Bullying Compliance Task (0 on job start date)
Form: Week One Check-In (7 days after job start date)
Form: Induction Feedback (14 days after job start date)
Sarah is starting a new role at a new organisation. Prior to her first day, she will receive two forms to complete, one 14 days before and the second 7 days before.
John, the system administrator at Sarah's new organisation, has added Sarah to the platform 8 days before her start date.
As a result, Sarah will receive the New Hire Personal Information and New Hire Payroll Information today. Had she been added to the platform in advance, she would have received them on their intended days. Tomorrow, 7 days before job start date, Sarah will receive the Policies and Procedures Compliance Task as scheduled.