Zoho People offers you a great online workflow automation tool that automates all your HR processes, while eliminating most of the manual administrative work. It lets you preset and customize the workflow process and gives you full access control to the administrative processes. A workflow can be used to automatically trigger a Checklist or send a Mail Alert or execute a Webhook based on a certain rule and defined criteria.
A workflow will be executed based on an 'Action'. There are 6 different actions which needs to be configured in order for the workflow to be triggered. Default workflow action will be 'Create'.
For example, if you select the 'Action' as 'Create' and the form as 'Employee', the configured workflow process (Mail Alert, Checklist and Webhook) will be triggered whenever a new record is added in the Employee form.
Create: Workflow process will be executed when a new record is created.
Edit: Workflow process will be executed when an existing record is edited.
Create or Edit: Workflow process will be executed when a record is either created or edited.
Approve: Workflow process will be executed when a record is approved.
Reject: Workflow process will be executed when a record is rejected.
Delete: Workflow process will be executed when a record is deleted.
Defining criteria will totally control the workflow process and makes it much easier. You can set one or more criteria to meet the requirement conditions in order for the records to be filtered and trigger the workflow execution. You can configure multiple different criteria for each workflow process for a specific form.
Workflow includes 3 different individual processes to be executed when an action is triggered. Based on the Action and the configuration setup, the selected processes will be triggered simultaneously.The 3 different processes are Mail Alerts, Checklist and Webhook. You need to configure each process individually. i.e. for Mail Alerts, you need to configure the template, for Checklist, you need to configure the tasks and for the webhook, you need to configure the API and parameters individually and then you have to associate each process to the workflow rule.
The workflow system is fully automated and all it needs is just a one time configuration setup. Please follow the steps below to configure a Workflow process.
Let's consider this use case: A new employee is joining your organization. The 'New Joinee' process includes different tasks that has to be assigned to individuals or group of members by an HR executive. Below are few example tasks.
That's a huge process! So, how do we automate and bring all these tasks together as a single process? The solution is simple: Workfow Automation. Workflow lets you automate and optimize all your HR processes and get your work done in no time, without any hassles.
How to configure Workflow for the 'New Joinee' process