Automate common request and approval scenarios with Workflows.

What are Workflows?

Workflows refer to the sequence of steps or tasks that need to be completed to automate the task. Workflows are customizable forms that can have multiple fields to capture a request and can also have multiple steps for approval and closure.

Creating new Workflows

To create new workflows, go to Setup > Workflows.

You will be directed to the Workflows screen to add new Workflow.

Click the '(+) Add New' button, and fill all the fields including 'Workflow Name' and 'Description' to add a new Workflow as shown below. You can also set this as Active by checking the Set Active box.

Let's consider an example of Mobile Workflow, in which an employee is submitting a request for new mobile phone.

Once the workflow is added, you can add its fields by clicking the 'Add Field' button.

On the Workflow Field screen, add 'Field Name', 'Field Type', and check the 'Required' box if you want to make this field mandatory.

Now for Mobile Workflow, let's add some fields and field types:

  1. Reason - Let's write Reason as Field Name, since the Reason should be written as text, so in Field Type select 'Text'.

  1. Type - Next, let's write 'Type' as a Field Name. From Field Type drop-down list select 'List'. Notice, when you select 'List' as the field type, a new field will be added to add the List Items as shown below:

  1. No of Pieces - Let's name the next field as 'No of Pieces', since it needs to be calculated, so from the drop-down list select the 'Field Type' as Number.

  1. Estimated Date - Let's name the next field as 'Estimated Date', since it should be written in Date format, so from the drop-down select 'Date' as Field Type.

  1. Estimated Time- Let's name the next field as 'Estimated Time', for the field type select 'Time' from the drop-down list.

  1. Declaration- Let's name the last field as 'Declaration', for the Field Type select 'Attachment' from the drop-down list.

Once all the fields are added, the next part is to define the steps.

Workflow steps are defined as the various stages through which the workflow will go through. Once an employee submits the initial workflow, the next step is defined by setting the Workflow steps.

From the recently added Workflow, in our case Mobile Workflow, click the pencil icon from the Steps column to add new steps to the workflow.

Once you click the Steps (Pencil icon), you will be directed to the Workflow Steps screen to add a new step. From the same screen, you can edit the already added Steps.

On the Workflow Step screen, add Step Name, Step Action, and an optional Email Address. Once all the fields are filled, click the 'Save' button to add the Workflow Step.

After adding all the Workflow Steps, remember to add the Closure Step at the end. Now your Mobile Workflow is ready which consists of 6 fields and 3 steps, and is set as Active. You can Deactivate the workflow, when it's deactivated employees will not see the workflow.

If you delete the workflow, you cannot submit the request against it. To delete the workflow, first delete all the requests and then delete it.

Employee Submission

View/ Approve Workflow Request

When an employee submits the Workflow request, the HR Manager or an authorized person can view and approve/ reject the workflow request.

To approve the request, go to Requests > Workflows. Here you can filter by any field including Location, Workflow, Status, and Date Range.

To take action on the Workflow, click the three dots as shown in the above image. You will be directed to the screen to approve /reject the workflow.

Here you have few options:

  • Delete - You can delete the request by clicking the 'Delete' button.

  • Reject -You can click the 'Reject' button to reject the request.

  • Send Back - If the request is missing something, you can send it back by clicking the 'Send Back' button

  • Send Forward - You can further approve the request and send it forward by clicking the 'Send Forward' button.

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