When creating a process you have to think logically what instructions the system should follow.
To create a process you need access the ‘Settings’ within People®, then select the ‘Processes’ tab.
Select the ‘+’ icon
Below complete the information required such as the name you want to give the process and a description, as well as confirming if this process is active or draft.
Underneath you have the option to put an ‘Early Exit Rule’ in this you decide if you want someone to exit the process before it starts. You can set early exit rules to one of three options
- Not In
- In Query
For the last two, 'Not In' and 'In Query', you will be prompted to select a query name in the adjacent drop down.
When a process is started for an employee it will stay active even if the employee drops out of the query that it was originally created from. An example is a new starter process.
When a process is created for a new starter it will remain active until the end.
If one of the employees becomes a leaver during this process it will disappear from the query but the process will not end, it will continue as normal. In this case using the “Not In” and the query that was originally used to create the process will result in the process exiting early.
Below this you will see ‘Add Step’ this is where you can set up your process.
You have the following options:
Task – Create a task for an employee
Check Task Actioned – You can check that the task you created has either been completed or deleted.
Wait - Waits a number of days or until the next Monday to Friday period.
Mail Merge – Merge a template that you have already created, you can choose both the access rights and whether it needs signing or not when creating the process. Please note, unlike when you create a merge mail document in People® this won’t trigger an email to the employee, you will have to select email as part of the process.
Check Document Signed – Similar to the ‘check task actioned’ this one checks that the document you created has been signed electronically, for this to work you will need to have made the document require a signature.
Check Logbook Actioned - Check if a Logbook has been updated or added and then the process will either exit or go to another step. This will be useful if you want employees to update and emails/tasks or documents to be triggered.
Email – Email to either an employee within your company or external email address, you can add generic attachments too.
Goto – Allows you to jump to another step.
Exit – To stop the process.
Once you have clicked ‘Add Step’ you will select one of these options as below.
Click on the option you require, then click on 'Next'. This will add it as Step 1, once you have done step 1 add step 2 and continue until the end, then put the Exit step in. It will appear more complicated once you have added in all your steps. Please note by clicking on the up/down arrows by the number of the step you can drag and drop them into a different order.
So lets look in more detail to the different types of step you can do:
Give the task a name, assign it to someone and put the description in. As you can see in the example below it says [[First Name]] [[Last Name]] and [[Job Role]], this list can be accessed by clicking on the ‘Tag List’ link as shown below.
This allows you to wait a number of full days or make it wait until Monday-Friday. An example of why you may use this would be creating a task, waiting and then checking if the task was completed.
Check task actioned
This checks the tasks you have created previously; in here you can select what happens if the task has been completed. So select the task you are checking in the ‘Task Step’ and in the action you can either choose ‘Exit’ or ‘Goto Step’.
This means if the person has completed the task or it has been deleted, the process will need you to define the next step. Exit the process or jump to a step (e.g. an email) please note, you need to create the 'Goto' prior to it being included in the drop down list.
This is where you can merge a template that you have already created in the system. When setting this up you can choose if an employee has access, the manager of the employee has access or if a signature is required from the employee.
Check document signed
This works in a similar way to the Check Task Actioned step, tell it which document to check and confirm what to do if the document was signed, exit the process or again goto another step.
This allows you have Ripple send an email to either an employee within your company or an external email address. This, like the tasks, allows you to put the tag fields in. An example of this maybe ‘Dear [[First Name]]’ this will pull the information from the relevant employees email. You can also add attachments to this email, however please note it should be quite generic as this attachment will be added to the email every time this process runs.
- To obtain tags, you can click on 'Taglist' and it will open a new window from which you can copy and paste the tags across, for example [[First Name]] This must be entered correctly, exactly as it appears in the list.
This can be used to jump back or forward to another step, an example of when to use this may be after sending a follow up email after a task hasn’t been completed. So you may do Task > Wait > Check if task actioned = No then chaser email and then go back to the original wait to loop again.
Check logbook actioned
Similar to the 'Check Task Actioned' or 'Check Document Signed' tasks, this can check if a logbook has been updated. If it has then you can either exit or go to another step. This could be because the logbook has been created, updated or authorised. Select the screen name, and then select the logbook action. You can then decide to exit the process or 'GoTo'.
This exits the whole process, put this at the end to stop the process looping.
Customer Services Team