People Resources

Workflow

Zoho People offers you a great online workflow automation tool that automates all your HR processes, by eliminating most of the manual administrative work. You can preset and customize the workflow process and full access control to the administrative processes will be given. Workflow in Zoho People consists of set of Actions such as Create, Edit, Create or Edit, Field Update, Approve, Reject, Delete and the feature Time Based Action. A rule is executed based on an Action and Criteria, thereby the Workflow gets triggered by the automated process of sending Mail Alerts, Checklist and Webhook list.

Benefits of Workflow

    • Criteria - It helps to define the Workflow. You can also configure multiple criteria for every Workflow according to the need.
    • Trigger Process - It helps to trigger the Workflow based on the Criteria. This feature is executed through Mail Alerts, Checklist and Webhook list.
    • Time Based Action - It helps to execute the Workflow when given a specific execution time. Alerts, tasks and updates using Webhooks will be scheduled and triggered based on a specified time.

Actions

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.

Field Update: Executes the workflow when a specific field or more than one field gets updated.

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.

Criteria

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.

Trigger Process

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.

Time Based Action

Time Based Action: Executes the workflow when given a specific execution time. Time Based Action is one advanced feature when compared with Reminders. Unlike Reminders, this feature helps to trigger the workflow only given a Action like Create or Edit with specific Execution Time. The highlight of this feature is to create a one time alert to the employees about the task at a specified time. You can configure Mail Alerts, Checklist and Webhook listaccording to the need.

Note:

  • Time Based Action feature is available only for Standard/Premium/Enterprise plan users and when the plan is downgraded to Free plan, the Time Based Action configuration will not get triggered.

Configuration of Workflow

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.

    1. Log in as Admin.
    2. Go to 'Setup' at the top of the page.
    3. Click 'Workflow' under 'Automation'.
    4. Click 'Add Workflow' button.
    5. Select the form from the drop down list for which the workflow is to be configured.
    6. Name the Rule.
    7. Select the Status checkbox for the rule to be 'Active'.
    8. Add a description.

    9. Select an Action.

    10. Field Update: Executes the workflow automatically when a specific field or more than one field gets updated. You can also configure the Mail Alerts, Checklists and Webhook list under Trigger Process to be automatically triggered when a certain Field Update is performed. Two options are there in Field Update: 1.Execute the rule when any one of the selected fields is updated. 2.Execute the rule when all of the selected fields are updated.
    11. Set the rule criteria:
      • Click 'Set Criteria'.
      • Fields are grouped into 2 categories: 'System Fields' and 'Form Fields'. System Fields (Role, Department, Designation and Location) is default for all forms whereas Form Fields will list all the fields belonging to the selected form and these fields will differ based on the form selection.

    12. Under 'Trigger Process', choose the process that you want to associate for the workflow.

    13. Click the 'Folder' icon to list the pre-defined templates that has been configured for the particular form.
    14. To create new template, click the + icon.
    15. Select one or more templates.
    16. Click 'Associate'.
    17. Click 'Save'.

Example scenario for 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.

        • Sending a Welcome email to all organization members.
        • Notifying Sys Admin Department to provide laptops, Desk Phone etc.,
        • Informing IT Department to configure system and the desk phone for the new joinee.
        • Communicating to the Manager of the employee to allocate a place.
        • Informing the Finance Team to enroll benefit plans for the new joinee.

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

      1. Log in as Admin.
      2. Go to 'Setup' at the top of the page.
      3. Click 'Workflow' under 'Automation'.
      4. Click 'Add Workflow' button.
      5. Select the 'Employee' form from the drop down list for which the workflow is to be configured.
      6. Name the Rule - New Joinee Workflow

      7. Select the Status checkbox for the rule to be 'Active'.
      8. Add a description.
      9. Select the Action as 'Create'.
      10. Under 'Trigger Process', for the Mail Alerts, click on the 'Folder' icon to select the pre-defined template.

      11. To create a new Mail Alert template, click on the + icon. To learn more on the configuration of Mail Alert, click here.
      12. For the Checklist, click on the folder icon to select the pre-defined checklists tasks.

      13. To create a new Checklist, click on the + icon. To learn more on the configuration of Checklist, click here.
      14. For the Webhook, click on the folder icon to select the pre-defined webhook process.
      15. To create a new Webhook, click on the + icon. To learn more on the configuration of Webhook, click here.
      16. Click 'Save'.

Example scenario for Field Update

Let's consider this scenario: An employee gets married and the organization benefits plan is to provide him a gift card. As soon as the employee changes the Marital status as Married in his Self service tab and the Criteria set as Marital Status Contains Married, the workflow gets triggered automatically. You can configure the Mail alert to send him a wish mail.

To configure Field Update:

      1. Log in as Administrator.
      2. Click Setup > Automation > Workflow.
      3. Click Add Workflow.
      4. Select Employee in the Form name.
      5. Select Field Update under Action.
      6. Click Execute the rule when any one of the selected fields is updated.
      7. Select the Marital Status option from the drop-down list as shown in the image below.

      8. Click Set Criteria as shown in the image below.

      9. Select the Marital Status, Contains, Married options from the drop-down list.
      10. Click Save.

Example scenario for Time Based Action - Visa Expiry Date

Lets consider this scenario: Reminding your employees on their visa expiry date. When you provide specific execution time in the Time Based Action, an one time alert mail will be sent to the employee.

To configure Time Based Action:

      1. Log in as Administrator.
      2. Click Setup > Automation > Workflow.
      3. Click Add Workflow.
      4. Select Employee in the Form name.
      5. Select Create or edit under Action.
      6. Click Add Time Based Action.
      7. Select the required Visa Expiry Date option in Execution Time.
      8. Click Save.

Note:

  • Execution Time contains four options. Type the required number in the first box, choose any one option in the second drop-down list for Minutes, Hours, Days, Months and Years, select any one option in the third drop-down list for After and Before and then choose the required option in the fourth drop-down list.
  • Rule Trigger Date is possible only after the rule is triggered. Thereby, the After option is only available for Rule Trigger Date.

Example scenario for Time Based Action - Training date and time

Lets consider this scenario: Reminding your employees on their training date and time. When you provide execution training time and date in Time Based Action, a one time checklist mail will be sent to the trainees.

To configure Time Based Action:

      1. Log in as Administrator.
      2. Click Setup > Automation > Workflow.
      3. Click Add Workflow.
      4. Select Employee in the Form name.
      5. Select Create or edit under Action.
      6. Click Add Time Based Action.
      7. Select the required Training date and time option in Execution Time.
      8. Click add icon in the Checklist option.
      9. Add all the details in the newly opened checklist page and click Save.
      10. Click folder icon in the Checklist option.
      11. Select the name of the checklist and click Associate.
      12. Click Save.

Note:

  • In the fourth drop-down list of Execution Time, only the date fields of the specific form will be listed. If you want to add more date fields, please add it manually in the Form Customization page after selecting the specific form.

Example scenario for Time Based Action - Date of exit

Webhooks can be used in Time Based Action. Lets consider an employee is resigning his job and you want to change the status to Resigned in the employee form during the date of exit. By configuring Webhook using API, an automatic notification in the exit form is created. For more info, Read here.

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