Workflows in AlexisHR are here to help you automate and streamline repetitive HR tasks, making your life easier and your processes more efficient. Whether you're managing sick leave, onboarding new hires, or planning unique events, Workflows let you focus on what matters most—your people.
This article focuses on how to use the Workflow feature effectively. For an introduction to what workflows are and why they are valuable for your HR processes, click the button below.
Ensure Compliance with Pre-Built Templates (Norwegian sick leave follow up)
1. Automate Repetitive Tasks with Templates
If you handle tasks that happen regularly, like managing employee sick leave, templates with automatic triggers can save you loads of time.
Why This Helps You: When you set up a trigger (like “employee sick for 3 days”), workflows launch automatically, no need to remember or manually start a process. This keeps things consistent and on time.
How to Do It:
Create a Template: Start by setting up a reusable template for a recurring process (e.g., “Sick Leave Management”).
Set Up an Automatic Trigger: For now, you can set a trigger for events like "sick leave reported for 3 consecutive days." (Currently, this is the only trigger available, but more are coming soon!)
Activate the Template: Once activated, the template will automatically create a workflow every time the trigger event occurs.
Result: Tasks are assigned, notifications are sent to assignees, and everything is tracked in the workflow overview.
2. Ensure Compliance with Pre-Built Templates
Manage processes that require strict compliance, such as Norwegian sick leave regulations.
Why This Helps You: The Norwegian Sick Leave Follow-Up template, designed by Simployer experts, helps ensure your processes meet local legal requirements. It's ready to use and tailored for Norwegian regulations.
How to Do It:
Select and Activate: Choose the template and activate it to automatically trigger workflows when an employee's sick leave exceeds the specified number of days.
Customize if Needed: Duplicate and edit the template to make any company-specific adjustments. Then you can activate your duplicated template and turn off the pre-built template.
Results: The workflow triggers when the sick leave criteria are met, assigning tasks to the appropriate team members. Everyone involved receives notifications and can manage their tasks in the Tasks overview, ensuring compliance and consistency without manual effort.
3. Create Workflows from Templates with Manual triggers for Flexible Processes
Want to manage regular processes like onboarding but without an automatic trigger? Templates can help you do that too!
Why This Helps You: Standardize recurring processes like onboarding or employee rehabilitation without needing an automatic trigger, keeping things consistent and easy to manage.
How to Do It:
Create a Template with a Manual Trigger: Set up your tasks within the template, but don’t toggle on the automatic trigger.
Start a Workflow from the Template: When you’re ready, create a new workflow from the template.
Customize as Needed: Make changes for this specific workflow instance (these changes won’t affect the original template).
Select Employee and Trigger Date: Choose the employee the workflow relates to and when it should start.
Result: Maintain flexibility while ensuring that all steps are consistently followed across processes. Employees will be notified of their assigned tasks to keep everything on track.
4. Organize One-Time Events with Custom Workflows
Sometimes, you need to plan for one-time events, like a retirement celebration or a unique team event.
Why This Helps You: Keep one-time events structured without cluttering your template library. This way, you’re organized and nothing gets overlooked.
How to Do It:
Create a One-Time Workflow: Start a new workflow tailored for the event (e.g., “Retirement Celebration”).
Add Tasks: List all the tasks (e.g., “Send Invitations,” “Prepare Venue”), assign them to team members, and set deadlines.
Select the Employee the Workflow Relates To: Choose the central employee, even if they have no specific tasks (e.g., the retiree in a retirement celebration).
Set the Trigger Date: This is when the workflow goes live. All tasks will be actionable from this date, and assigned team members will get notifications and reminders.
Result: Keeps unique events organized, and all assigned tasks are promptly notified to ensure nothing falls through the cracks.
Track and Manage Your Workflows Effortlessly
Go to the Workflow Overview to stay on top of all your processes:
Monitor Progress: Easily view which workflows are ongoing, scheduled, or completed, and see if any tasks are overdue or require attention, and for whom.
Manage Tasks: Quickly make updates, mark tasks as done, or archive completed workflows to keep everything organized and on track.
This ensures that you always have a clear overview of what’s happening, who is responsible, and what needs immediate action.
Go to My Tasks to keep track of your own task and mark them as done.
Stay Updated with Notifications and Reminders
Employees assigned tasks within a workflow receive notifications to stay on track:
Initial Notification: Sent when a workflow becomes “ongoing” to alert employees of their assigned tasks.
Reminders: Up to two reminders before the task's due date to ensure timely completion.
Overdue Notification: Alerts for any overdue tasks to encourage prompt action.
Note: Employees for whom the workflow is triggered won't get unnecessary notifications unless they have tasks assigned.
Who Can Access What?
Admin and Owner: Full access to create, edit, and manage workflows and templates.
Manager and Employee: Access to the "My Tasks" tab to view and manage only their assigned tasks.