Manual templates in Workflows Beta allow you to trigger workflows for specific employees, teams, departments, or offices at a specific date. They save time by standardizing processes for recurring tasks, while still giving you full control over when and for whom workflows are started.
Table of Contents
1. What Are Manual Templates?
Manual templates are reusable blueprints for workflows that you can start manually when needed. Unlike automatic templates (which trigger workflows based on lifecycle events), manual templates allow you to:
✅ Start workflows on demand.
✅ Apply workflows to specific employees, teams, departments, or offices.
✅ Save time by reusing templates for recurring HR processes.
2. When to Use Manual Templates
Manual templates are ideal for processes where you:
Want to control when workflows start (e.g., project onboarding or reboarding).
Need to trigger workflows for specific groups (teams, departments) or individual employees.
Don’t require automatic triggers like hire dates or title updates.
3. How to Create a Manual Template
Follow these steps to create a manual template:
Go to the Workflows Page:
Click “New Template”.
Add a Name and Description:
Give your template a clear name to reflect its purpose (e.g., "Reboarding Process" or "Position Change Checklist").
Add a description to explain what the workflow does.
Select the Trigger:
Choose Manual Trigger by keeping the toggle off for "Use automatic trigger "(this allows you to start the workflow manually).
Set Up the Tasks:
Add the tasks that need to be completed in the workflow:
Define deadlines (e.g., “3 days after workflow start”).
Assign task owners (individuals or groups).
Add links or instructions to guide task completion.
Preview and Save:
Use the Preview feature to check your setup.
Click “Save” to finalize the manual template.
4. How to Trigger Workflows From a Manual Template
Once you’ve created a manual template, follow these steps to trigger a workflow:
Go to the Workflows Page:
Click "New Workflow.”
Select Your Template:
Choose the manual template you created in the dropdown.
Define the Scope:
Select who the workflow applies to:
Specific individuals
Teams
Departments
Offices
Example: Trigger a workflow for "Engineering Team" to manage a reboarding process.
Set the Start Date:
Choose when the workflow should start.
The start date determines when task deadlines begin (e.g., “3 days after workflow start”).
Review and Publish:
Review the tasks, owners, and scope.
Click “Publish” to start the workflow.
The workflow will now appear in the Workflows Overview, and tasks will be visible to the assigned owners.
5. Common Use Cases
Here are real-world examples where manual templates help streamline processes:
HR Challenge | How Manual Templates Help |
Reboarding Employees | Use a manual template to reboard employees returning from leave. |
Project-Specific Onboarding | Trigger workflows for employees onboarding to new projects. |
Team-Specific Workflows | Start workflows for specific teams or departments, like setting up training or team events. |
Custom Employee Follow-Ups | Trigger workflows for individual employees requiring tailored follow-ups. |
Need More Help?
For more guidance on using Workflows Beta, check out these related articles:
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