Defined once and benefit multiple times: Automate your reminders in the company.

Workflows can be used to set up reminders for birthdays and anniversaries as well as individual tasks and processes. For example, you can set up automated reminders for the end of employees’ probationary periods, appraisal interviews, due dates and much more.

Create workflows for reminders

The definition of workflows is located under Settings -> Talent Management Module -> Workflows.

And this is how it works:

• click on the ‘+’ button at the bottom right
• the ‘Add entry’ pop-up opens
• Select any icon, a suitable name and a description of your workflow
• Now select which reminder should be triggered in which form when which event occurs. You can also define triggers and actions

Trigger

The triggers define the event for which the reminder is to be generated. You can choose between areas (e.g. the employee file), various options relating to the selected area (e.g. when a new employee file is created, when a status changes or when an employment relationship begins or ends) and the time of occurrence (immediately or according to a specific schedule). You can also restrict this information and only set it up for specific locations, departments or employee statuses, for example.

Here are a few examples of triggers for your workflows:

• immediately when the employee file is created
• 1 month before the 1st working day at the company
• one month after the change to ‘Inactive’ status
• one year after the end of the employment contract
• three days before the birthday

Actions

Once you have defined the triggers, you can now define the settings for the reminders. You can choose between different reminder types and a variety of times for creating the reminder. In addition to creating the reminder in onboard, you also have the option of selecting who should be actively notified when the reminder occurs.

Here are a few examples of actions for your reminder workflows:

• reminders for the due date of a specific document
• reminder for the renewal of a course
• reminder of a specific step in your onboarding/offboarding process
• reminder of the end of the probationary period
• reminder of an employee interview

Examples of reminder workflows

Birthday reminders

1. workflow
   5 days before the employee’s birthday to plan errands if necessary
2. workflow
   on the birthday itself, as a reminder of the birthday wishes

Workflows can also be combined. For example, congratulations can be sent automatically in addition to a reminder of an employee’s birthday. You can find the instructions for creating messenger workflows here.

When an employee leaves the company

1. workflow
   As soon as an employee file has been moved to the ‘Archive’ status, I would like to receive a reminder to deactivate the user.
2. workflow
   The automated deactivation of the user would be conceivable as a follow-up workflow.

This article contains the actions for the ‘Reminders’. You can find the instructions for other options here.

Frequently asked questions

I have set up a whole series of different workflows. Does the sequence play a role?

The time at which a workflow occurs is controlled by the execution point. For workflows with the same time and the same areas/options, the sequence is important. Higher-ranking workflows are executed first.

What is meant by ‘authorised users’ in the reminder options?

Authorised users are all those who have authorisation for the selected reminder type of this employee based on their role.
Further specifications on role authorisations can be found here: https://support.onboard.org/en/hc/role-management-talent-management-module/