People Resources

Workflow

Purpose

Zoho People offer 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 Trigger Process such as Create, Edit, Create or Edit, Field Update, Approve, Reject, Delete and Date Based Action. A rule is executed based on an Trigger Process and Criteria, thereby the Workflow gets triggered by the automated process of sending Mail Alerts, Checklist and Webhook list.

Benefits of Workflow

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 and Execute based on Action such as Create, Edit, Create or Edit, Field Update, Approve, Reject, Delete and Execute based on Date. The whole process is executed through actions such as Mail Alerts, Checklist and Webhook list.
  • Date Based Action - Reminders now are replaced with this feature. Using date based execution option, you can pick a date field from a record and define the day and time for the rule to gets triggered.
  • 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.

Trigger Process

A workflow will be executed based on an Action. There are six 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.

Actions

Workflow includes three 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 three 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 Administrator.
  2. Click Setup > Workflow under Automation > Add Workflow.
  3. Select the respective form from the drop-down list for which the workflow is to be configured.
  4. Name the Rule.
  5. Select the status checkbox for the rule to be Active and provide description.
  6. Select an Action.
  7. 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.
  8. Set the rule criteria:
    • Click Set Criteria.
    • Fields are grouped into two 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.
  9. Under Actions, choose the process that you want to associate for the workflow.
  10. Click the Folder icon to list the pre-defined templates that has been configured for the particular form.
  11. To create new template, click the + icon.
  12. Select one or more templates.
  13. Click Associate.
  14. 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 Admininstration 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 Administrator.
  2. Click Setup > Workflow under Automation > Add Workflow.
  3. Select the Employee form from the drop-down list for which the workflow is to be configured.
  4. Name the Rule - New Joinee Workflow.
  5. Select the status checkbox for the rule to be Active and provide description.
  6. Select the Action as Create.
  7. For the Mail Alerts, click on the folder icon to select the pre-defined template.
  8. To create a new Mail Alert template, click + icon.
  9. For the Checklist, click on the folder icon to select the pre-defined checklists tasks.
  10. To create a new Checklist, click + icon.
  11. For the Webhook, click on the folder icon to select the pre-defined webhook process.
  12. To create a new Webhook, click + icon.
  13. 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.

Date Based Action

Reminders now are replaced with Date Based Action. This date based execution option lets you pick a date field from a record in the form and allows you to define the day and time for the rule to be triggered.

  1. Log in as Administrator.
  2. Click Setup > Workflow under Automation > Add Workflow.
  3. Select Form Name.The form you select should contain the respective date field for the workflow to get triggered.
  4. Provide Workflow Name.
  5. Select the status checkbox for the rule to be Active and provide description.
  6. Choose Action as Execute based on Date.
  7. Select respective Field Name. All of the date fields in the form for which the rule is being created will be listed.
  8. Choose On, Before or After or Until from the drop-down list to set the Date of Execution.
  9. Select the appropriate Time of Execution in which the email has to be sent.
  10. Select the Execution Occurrence as One Time or Occurring Every Month or Occurring Every Year.
  11. Under Actions click folder icon to map a mail alert and click Associate. Learn more about creating a new mail alert.
  12. Click Save.

Date of Execution:

  • On - Workflow gets executed on that particular date and time.
  • After - Workflow gets executed after the selected date and time.
  • Before - Workflow gets executed after the selected date and time.
  • Until - Workflow gets executed based on the start date until the end date. The start date drop-down list has four options:On,Before,After and Today and the number of days should be provided and the end date drop-down list has three options: After,Before and On and the number of days should be provided.

Example scenario for Date Based Action - Contract Expiry Date

Let's consider this scenario: Reminding your employees on their contract expiry date before a month through Email.

To configure Date Based Action:

  1. Log in as Administrator.
  2. Click Setup > Workflow under Automation > Add Workflow.
  3. Select Employee in Form Name.
  4. Provide Workflow Name as Reminding employees on their contract expiry date.
  5. Select the status checkbox for the rule to be Active and provide description.
  6. Choose Action as Execute based on Date.
  7. In Date of Execution drop-down list, select Before and type number one in Month.
  8. Select 09.00 AM as Time of Execution.
  9. Select Execution Cycle as One Time.
  10. Under Actions click folder icon to map a mail alert and click Associate. Learn more about creating a new mail alert.
  11. Click Save.

Note:

  • Contract Expiry Date is not a default date field in Employee form. You need to customize your Employee form to add Contract Expiry Date using Forms and Tabs.

Example scenario for Date Based Action - Training date and time

Let's consider this scenario: Reminding your employees until their training date and time through Email.

  1. Log in as Administrator.
  2. Click Setup > Workflow under Automation > Add Workflow.
  3. Select Training in Form Name.
  4. Provide Reminding employees on their training date and time as Workflow Name.
  5. Select the status checkbox for the rule to be Active and provide description.
  6. Choose Trigger Process as Execute based on Date.
  7. Select Start date in the Field Name drop-down list.
  8. In Date of Execution drop-down list, select Until.
  9. Select Before from the Start Date drop-down list and provide value five in the number of days box.
  10. Select On from the End Date drop-down list.
  11. Select 09.00 AM as Time of Execution.
  12. Under Actions click folder icon to map a mail alert(Training date and time) and click Associate. Learn more about creating a new mail alert.
  13. Click Save.
  14. Once you click save, the above page appears where you can edit/delete the workflow details. Under Trigger Process the execution message appears (Execution of workflow from 5 Day(s) before till Start date at 09:00 AM) to check all the given details.

Example scenario for Date Based Action - Confirmation of new employees after six months

Let's consider this scenario: Send a confirmation mail to the employees after the completion of six months service in an organization.

  1. Log in as Administrator.
  2. Click Setup > Workflow under Automation > Add Workflow.
  3. Select Confirmation form in Form Name. By default, this confirmation form will not be present, you need to create a new form using forms and tabs and just drag and drop the required fields. Learn more to create a new form.
  4. Provide Automatic confirmation mail as Workflow Name.
  5. Select the status checkbox for the rule to be Active and provide description as Automatic confirmation mail after 6 months service in the company.
  6. Choose Trigger Process as Execute based on Date.
  7. Select Date of joining under the employee form in Field Name drop-down list. All of the date fields in lookup forms will be listed here and you can select the necessary date field. This feature helps you to save time since you need not create date lookup fields every time.
  8. Provide Date of Execution as After 6 Months 0 Days.
  9. Select 09.00 AM as Time of Execution.
  10. Select One Time from Execution Occurrencedrop-down list.
  11. Under Actions, click + icon to create a new mail alert or click the folder icon to associate a mail alert(Confirmation mail). Learn more about creating a new mail alert.
  12. Click Save.
  13. Once you click save, the above page appears where you can edit/delete the workflow details. Under Trigger Process the execution message appears (Execution of workflow After 6 Month(s) of Date of joining ( Employee ID ) at 09:00 AM ( One Time ) ) to check all the given details.

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.

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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