Automating workflows helps reduce manual effort, ensuring tasks are started and completed at the right time. With Workflows Beta, you can trigger workflows automatically based on key events or manually when needed.
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What Are Automatic Triggers?
A trigger is linked to a template and is what starts a workflow automatically. In Workflows Beta, triggers allow you to automate processes, saving time and reducing manual effort.
Types of Automatic Triggers
Workflows can start automatically when specific lifecycle events occur:
Hire Date: Start workflows for onboarding processes based on an employee's hire date, either X days before or X days after their start date.
Employee Title Changed: Trigger workflows when an employee’s title is updated in their profile.
Position Change to a Manager Role: Automate workflows when an employee transitions to a manager role (e.g., they go from having no direct reports to managing people).
Sick Leave Reported: Start workflows to manage sick leave follow-ups after an employee has been absent for a defined number of consecutive days.
By using these triggers, you can ensure workflows are initiated at the right time, reducing manual effort and making processes smoother and more efficient.
Follow these steps to create an automatic template and automate workflows based on lifecycle events:
How to Set Up an Automatic Template
Step 1: Create a New Template
Go to the Workflows page and click "New Template".
Add a name and description for the template to clearly identify its purpose.
Step 2: Select an Automatic Trigger
Under Trigger, select one of the available automatic triggers:
Hire Date: Trigger the workflow based on an employee’s hire date (before or after X days).
Employee Title Changed: Start the workflow when an employee's title is updated in their profile.
Position Change to Manager Role: Trigger workflows when an employee becomes a manager (from no direct reports to managing people).
Sick Leave Reported: Start workflows when an employee reports sick leave for a defined number of days.
If this is an automatic template, define the scope to control which employees the workflow applies to:
Select Teams, Departments, Offices, or Employment Types.
Use exclusions to prevent specific individuals or groups from triggering the workflow.
Example:
You can set up a "Sick Leave Follow-Up" workflow to trigger only for employees in the Oslo Office after 3 consecutive days of reported sick leave.
Step 3: Set Up the List of Tasks
Add tasks that need to be completed in the workflow:
Define deadlines (e.g., “3 days after workflow start”).
Include task owners (specific individuals or groups like teams or departments).
Add links or instructions for each task to ensure clarity.
Tasks will automatically appear in the relevant assignees’ task lists once the workflow is triggered.
Step 4: Preview and Save the Template
Use the Preview to review all details, including:
Tasks, deadlines, and assigned owners.
The trigger and scope settings.
Once reviewed, click "Save" to finalize the template.
Step 5: Activate the Template
Go to the Templates tab and find your newly created template.
Toggle the automatic trigger ON to activate the workflow automation.
What Happens Next?
Workflows will now start automatically whenever the selected trigger event occurs (e.g., an employee's hire date).
You can monitor active workflows from the Workflows Overview page.
Common Use Cases
Workflows Beta helps automate and streamline key HR processes. Here are practical examples where automatic workflows can save time and reduce manual effort:
1. Automate Onboarding Processes
Trigger: Hire Date (X days before or after the start date).
Use Case: Automatically initiate an onboarding workflow for new hires to ensure tasks like IT setup, team introductions, and paperwork are completed on time.
Example Tasks:
Set up workstation (IT).
Schedule first-day introduction meeting (HR).
Assign a buddy for the first week (Manager).
Important Note:
The current Workflows Beta has limited support for onboarding processes. If you have more complex onboarding needs, such as detailed task management or multiple role-based workflows, we recommend continuing to use the existing onboarding feature for now. Full onboarding capabilities will be developed in future updates.
2. Manage Role Transitions and Promotions
Trigger: Employee Title Changed.
Use Case: Automate workflows when employees are promoted or transition to new roles to ensure smooth handovers.
Example Tasks:
Update position in HR records.
Arrange leadership training for new managers.
Notify team members about the role transition.
3. Support Employees Transitioning to Manager Roles
Trigger: Position Change to Manager Role.
Use Case: Start workflows to prepare newly promoted managers for their responsibilities.
Example Tasks:
Enroll in manager training programs.
Schedule a 1:1 with direct reports.
Set up tools like access to reporting dashboards.
4. Follow Up on Long-Term Sick Leave
Trigger: Sick Leave Reported (after X consecutive days).
Use Case: Automatically start workflows to manage long-term absences and ensure compliance with regulations.
Example Tasks:
Check in with the employee (HR).
Send required documentation for sick leave follow-up (Admin).
Schedule a rehabilitation plan meeting (Manager).
Need More Help?
If you’d like to explore workflows further or need additional guidance, check out these detailed articles:
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