Welcome to our new Workflow feature 🎉
Workflows help you automate, assign, and manage processes for your organization. Whether it’s managing rehabilitation, role transitions, or sick leave follow-ups, workflows reduce manual work, improve collaboration, and ensure tasks are completed efficiently.
This article introduces you to Workflows, explains its key features, and guides you to detailed articles on how to use it for your needs.
The menu item previously labeled "Workflow Templates" has been renamed to "On-Offboarding Tasks". This change has been made to avoid confusion with this new Workflow feature.
Table of Contents
1. What is Workflows ? (Includes Demo video)
Workflows is a new feature in Alexis HR designed to streamline HR processes by automating task lists, assigning tasks, and triggering workflows based on lifecycle events.
Why is Workflows still labeled as beta?
The "beta" label means Workflows is still in a phase of active refinement. While it’s already a reliable and helpful tool, we’re continuing to fine-tune it based on your feedback and real-world use. Keeping it in beta allows us to release improvements regularly and monitor its performance closely.
Key Capabilities
Workflows is a new tool in Alexis HR that streamlines your organization’s repeatable HR processes. It helps you automate workflows, assign tasks to the right people, and start processes based on lifecycle events like hire dates or position changes.
With Workflows, you can:
✅ Automate processes to save time and reduce errors.
✅ Assign tasks to individuals or entire teams, departments, or offices.
✅ Use expert-built templates to handle recurring processes quickly and efficiently.
Understanding the Difference Between Templates and Workflows
A template is a reusable plan for a workflow. It’s like a blueprint that defines the tasks, deadlines, and structure for a process (e.g., sick leave follow-up or rehabilitation).
A workflow is an actionable process created from a template. It is tied to real people, specific events, and timelines.
Example
Template: "Sick Leave Follow-Up" – A predefined task list for managing long-term sick leaves.
Workflow: A workflow triggered for "John Doe in the Oslo office" when he reports sick leave for 5 consecutive days.
2. Key Features in Workflows
Here are the main capabilities of Workflows:
Automate Processes with Lifecycle Triggers
Set workflows to start automatically when key events occur, such as:
An employee’s hire date (onboarding).
A title update (role transition).
Moving to a manager role.
Sick leave reported
This reduces manual work and ensures processes start at the right time.
👉 Related Guide: Automate and Trigger Workflows
Create and Use Manual Templates
Build reusable templates for processes you trigger manually, such as:
Employee reboarding.
Managing team-specific workflows.
How it works:
Set up the template with tasks and deadlines.
Use it later to manually trigger workflows for specific employees or groups.
👉 Related Guide: How to Use Manual Templates to Streamline Processes
Assign Tasks to Teams or Individuals
Tasks can be assigned to:
Specific people (e.g., an employee or manager).
Entire groups, such as teams, departments, or offices.
This ensures processes scale effectively and tasks don’t get missed.
Use Expert-Built Templates
Save time and ensure compliance with Simployer’s expert-built templates for common HR processes:
Position Change
Sick Leave Follow-Up (Sweden & Norway)
Rehabilitation (Sweden)
Reboarding
Parental Leave (Sweden & Norway)
You can customize templates to fit your specific needs.
👉 Related Guide: Save Time with Pre-Built Templates
3. How to Get Started
Follow these steps to get started with Workflows:
Step 1: Create a Template
Go to the Workflows page and create a new template.
Add a name and description for your template.
Select a trigger:
Manual Trigger (for workflows started manually).
Automatic Trigger (e.g., hire date, title updates, manager role).
If this is an automatic template, you can define a scope (teams, offices, departments, etc.). The workflow will only trigger if the event happens to an employee within the selected scope.
Set up the list of tasks with deadlines, links and task owners.
Step 2: Save, Preview, and Use the Template
Preview your templates to check scope, tasks, deadlines, and triggers.
Save the template.
Step 3: Use Templates to Trigger Workflows
For Automatic Templates:
Go to the “Templates” tab and toggle on the trigger.
Workflows will now start automatically based on lifecycle events.
For Manual Templates:
Go to the Workflows section and click "Create New Workflow".
Select a template.
Choose who (employees, teams, departments...) and when the workflow should start.
Review and publish the workflow.
4. Current Limitations (Beta Scope)
Workflows is still evolving, and we’re actively working on improving its capabilities:
Onboarding and Offboarding Workflows: While you can start using workflows for basic onboarding needs thanks to the hire date trigger, more advanced functionalities are not yet supported. If you have complex onboarding or offboarding requirements, we recommend continuing to use the existing feature for now.
5. Related Articles
6. How to give feedback!
You can always give feedback through the messenger app by selecting Workflow Beta.
