People Resources

Workflow

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.

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.

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.

Rule 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.

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. 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.

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

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

Example Scenario

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'.

Top