Ripple Processes

Ripple processes allow you to launch a process that contains a series of steps for an employee in a segment.

There are a number of different types of steps that can be combined to create a process:

They are:

Creating a Process

The process designer is accessed within the Settings area, click on 'Process' option and then the '+' at the top of the screen to create the process.

You will be asked for the process header information:

Next you will be prompted to define the steps in the process. When adding each step you will be prompted for the type of step:

Depending upon the type of step you select you will be shown an additional screen. You have a choice and can keep the description at the top as the default or alter it to be more specific.


The different task types and fields that you can enter are:

You can amend an existing process, however that will not amend the process where it has already completed or been started. A process cannot be deleted from the process maintenance screen if process has been run against an employee's or the process is running, in this case you should mark the process as inactive.

Employee Record

Processes can also be created manually. A new tab called Processes is visible to Administrators. Administrators can view active and processed processes. Processes can also be manually created.

Advanced Topic: Using the Early Exit Rules to Filter

In particular organisation's (financial for example) it’s important to make sure that an employee has booked a single holiday of 10 days or more in duration. Let’s see how we can send an email to all employees who have not booked or taken a 10 day or more holiday a request to do so.

First create a segment of all employees (query), let’s call this “All Employees”

Then create another segment of employees (query) who have a holiday duration of greater than or equal to 10 in the current holiday year. You will use the filter rules in the query to do this. Call this “Emps with holidays more than 9 days”

Next create a process. Create one step, that emails the employee reminding them to book a holiday of more than 10 days. As the early exist rule specify “In Query” and select “Emps with holidays more than 9 days”. Next schedule the process.

What will happen now is that the workflow engine will start the process for each employee and immediately check if they are in the query ““Emps with holidays more than 9 days” if they are it will exit the process for that employee.

Advanced Topic: Looping, Deleted Tasks and Documents

The workflow engine has some safeguard built in:

If you inadvertently create a process that loops, the maximum number of times that loop can iterate is 10 times, after which the process will early exit

Consider a scenario where a mail merge document is created as part of process execution, and before the wait for document signed step is reached, the document is manually deleted from the employee record. In this instance the workflow engine would treat the document as being signed because there will have been a conscious decision to delete the document and leave the process running for the employee.

Consider a scenario where a task is created as part of process execution, and before the wait for task step is reached, the task is manually deleted. In this instance the workflow engine would treat the task as being actioned because there will have been a conscious decision to delete the task and leave the process running employee.

If an employee is deleted then any active process will also stop.

A process cannot be deleted from the process maintenance screen if the process has been run against an employee's or the process is running, in this case you should mark the process as inactive.

A process may terminate early in particular situations where the process is evaluated to be incorrect for example if the check document signed step is reached and the mail merge step was somehow skipped using a wait or goto or if the check task step is reached and the task creation step was somehow skipped using a wait or goto.


Example Processes

Email - Send an email every 90 days with the first starting immediately

Query:

Tables: Employee

Field: Firstname, Lastname, Leaver

Filter: Not leaver (Not really required because leavers not normally shown in query)

Process:

Name: Simple Email Process

Early exit conditions: None

Steps:

Send email to employee (Please check your bank details)

exit

Task:

Task start the Simple Email Process

Don’t allow same process run for 90 days

6 Monthly Performance Review Reminder - Sends an email every 6 months with the first starting 130 days after start date

Query:

Tables: Employee

Field: Firstname, Lastname, Start Date, Leaver

Filter: Not leaver  (Not really required because leavers not normally shown in query) & 130 days after Start Date

Process:

Name: 6 monthly performance reminder  

Early exit conditions: None

Steps:

Send email to employee please start your performance review

Send email to manager please start your performance review

exit

Task:

Task start the 6 monthly performance reminder

Don’t allow same process run for 130 days

Custom New Starter Process  

Query:

Tables: Employee

Field: Firstname, Lastname, Start Date, Leaver

Filter: 0 days after start date (i.e. the date the person starts, if this is not possible we can do 1 day)

Process:

Name: Custom New Starter Process  

Early exit conditions: If Employee No Longer in the Current Query Exit , this may be because the employee record has been deleted because they did not actually turn up for work

Steps:

Send email to employee (Please check your bank details)

exit

Task:

Task start the Custom New Starter Process

Don’t allow same process run blank - which means it will never run again (refer to transcript between Yogini, myself and yourself if not clear, I can provide)

New Starter



Custom Field Changed Alert  

Query: Reports To Changed

Tables: History

Field: Firstname, Lastname, Field Name, Old Value, New Value, Changed On

Filter: 0 days after changed(i.e. the date the change happens, if this is not possible we can do 1 day) and the field name is “Reports to”

Process: None

Task (Task trigger)

Query: Reports To Changed

Create task for manager.

Task text: You have a new employee reporting to you. Check your Team screen.

Don’t allow same process run blank  - which means it will never run again for the same data set


Low Absences - Send To Every Employee who has had low absences this year

Query:

Tables: Employee

Field: Firstname, Lastname, Absence Total Duration

Filter: SUM(Total Duration) < 5

Process: Good Absence

Name: Good Absence

Early exit conditions: None

Steps:

Send email to employee (well done for having no absences)

exit

Task (task will be created at the end of the year i.e. 30th December)

Task start the Simple Email Process

Don’t allow same process run for 365 days



Thanks,

Customer Services Team

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