Workflows

Content

With the Workflows add-on, you can define personalized automatisms to facilitate the processes in your Talent Management module.

Add-On

By default, you can use a limited number of workflows without activating the add-on. This means you can use birthday reminders, anniversaries, the creation of checklists etc. without the add-on. These workflows are already predefined for you and can be changed.

If you want to use additional workflows to define more extensive automatic processes, activate the add-on under “My onboard” –> “Marketplace”.

After activation, you can create further workflows. Below you will find some practical examples.

Workflows can be created under “Settings” –> “Talent Management” –> “Workflows”.

Already active workflows

The following workflows are active by default:

Birthday reminder

This workflow automatically creates a reminder for birthdays.
The reminder is created one year in advance and is due by default on the birthday of currently employed employees. An automatic notification is sent to authorized users.

Examples of possible settings:

You can change the execution period so that the reminder is only created three months before the birthday, for example.
You can create birthday reminders for employees from a specific status, e.g. “Active” status regardless of employment status.
You can set the due date of the reminder a few days before the birthday so that you can prepare for it.

Reminders for anniversaries

This workflow automatically creates a reminder for your employees’ anniversaries. The reminder is created one year in advance and is due by default on the anniversary date of currently employed employees. An automatic notification is sent to authorized users.

Examples of possible settings:

You can change the execution period so that the reminder is only created three months before the anniversary, for example.
You can restrict the reminders for employees by location and/or department if there are different time periods for your departments.
For example, department A can receive an anniversary every year, while department B celebrates every three years.
You can set the due date for the reminder a few days before the anniversary so that you can prepare for it.

Automatic creation of checklists

This workflow automatically creates the “Onboarding” checklist when a new employee file is created.

Examples of possible settings:

You can change the execution period and have the checklist created the day after the file is created, for example.
You can restrict the checklists for employees by location and/or department and thus create a specific checklist for employees from department A, while you can use another workflow to create a different checklist for employees from department B.
You can select a different checklist.

Ready-made examples

Under “Workflows” in the Talent Management settings, you will find some inactive workflows that you can edit and activate as desired:

Change status: Archived
This workflow makes it possible to automatically move employee files to the “Archived” status when the terms of employment expire.
Send birthday message
Using this workflow, your employees will automatically receive a birthday message by email / via Messenger.
When activating this workflow, you should check the Messenger template and create a suitable one if necessary.
Deactivate users when employees leave the company
If you use basic access to give your employees access to certain areas of their own file, you can close this access automatically. The time period for this can also be defined.
Send data request form when creating employees
This workflow automatically sends the data request form for collecting the master data when the employee file is created. You can refine the workflow by setting a later time for sending. You should also check the Messenger template here.