When creating a process you have to think logically what instructions the system should follow:
- Who would follow this workflow (ie. New Starter)
- When the workflow would begin (ie. First day of employment)
- What is the call to action (ie. Read and sign document, receive email etc.)
You may find this helpful to write down first, so you have a clear step by step process on how to put this into a Ripple Workflow. Once built, People can automate this workflow so you don't have to.
This article will walk you through creating a basic workflow. To learn more about the Ripple feature as a whole, please click here.
--Step 1 - Query--
Before building the process (what's going to happen), you'll need to build the query (who and when).
This is the first essential element in making sure the process triggers when it is supposed to and exactly who it is working for. Understanding the query builder is going to greatly help your workflows advance.
Example: I want this process to run when a new employee starts their first today.
I'll need to select the 'Start Date'
Once on the next page, I can filter the 'Start Date' for 'Today'.
Save the query - we advise beginning the name of the query with 'Ripple' so it's easy to find later on (i.e Ripple - New Starter Process).
--Step 2 - Build Process--
Now we know who the process will apply to and exactly when it will start, so now we need to put in place what we want to happen. Let's create a basic process.
- Go to 'Settings' > 'Processes'
- Early Exit rules
Please note: This is not telling the process who to apply to (we do this later) - this is telling the process who to remove.
Before starting to create steps, there is an early exit rule that can be used to specify a group eject from the process, either before or during the workflow. This is optional.
For example there may be a change in an employees conditions but the process has already begun for them, a new starter or probation process would be needed or wanted to stop prematurely for these individuals.
The process could early exit anyone who is not in the "new starter" query thats looks for anyone with a recent start date.
Or it could do the opposite. For example, a new starter process would not apply to anyone with a leave date on their record, so the process could remove anyone in the query "leavers" by early exit.
- Adding Steps
Click here to learn what each step does and how to use each of them. The below will walk you through creating a simple new starter process, if you're unfamiliar with each step, we would advise taking a look at the article linked above for a better understanding first.
Once the query finds the new starter starting today, the first step of the process is to email IT to get their equipment.
Choose who the email is for and scroll down.
Click 'Save' to continue
In this example, the manager will then be given a task to do the induction meeting with the employee. The task will be set to alert in one days time.
To then wait until the task is due to check if its been done, we tell the process to wait two days (You can select whatever amount of days you wish).
We expect the task to be actioned after the two days wait. So we use the step 'check task actioned' and then choose the action of what to do if it has been completed.
- Checking documents, tasks, or logbooks allows you to see if they’ve been signed, or actioned
- If they have, you have three options
Yes it is complete - exit the process
Yes it is complete - go to another step
No it is not complete - it will carry on to the next step
You can then choose to exit in this case if its been done (to keep things simple)
If the task has not been done we set the next step so it can continue.
The next step in this case is to email the manager reminding them they have a task to complete.
Then we follow this with a “go to” step” and the step we choose to go to is the previous step of wait two days.
Now we have a simple looped process that will continuously check if the task has been done repeat emailing the manager every two days he does not complete the task.
Be aware that the process will only loop up to ten times, if on the 10th time it checks the action and it is not completed, the process will end. However if this is the case, you may want to take further action as to why this has taken ten reminders.
The only way the process ends is if the task is actioned or if the loop runs ten times.
Once the task we have set the manager is complete, the process will exit.
However, this may not be the case as typically we would now want the process to move on to the next section, for example the next series of alerts, etc.
We do this by telling the process to 'Go To' the relevant step that it can now move on to when it checks the task and it is complete.
We can only tell the “check task actioned” step to go to the next part of the process once it exists. So first we make the steps for if the task has been done and then we can go back and direct the process to continue to here.
In this example process, if the managers induction task is completed, the process will then alert the employee to complete their “Medical Information” Logbook.
an email alert will be sent, as it is possible to check the logbook directly, therefore eliminating the need for a "check task actioned" step
Again, there will now be a wait period to allow the employee to complete the logbook.
The other option with wait steps is to wait Mon – Fri, this is to ensure the process waits until the next working week if it reaches this step on a weekend before it continues.
This can often be used to follow a wait step as we cannot be certain as to when this process will start with it being automated and therefore cannot be sure it may reach a step on a Saturday or Sunday.
Applying the “wait Mon – Fri” step is an assurance that the process will wait until the next Monday to continue with the next step.
So first the step is added to wait 1 day, and then to ensure this continues in the working week, it is followed with a wait Monday – Friday.
Now the process can check If the logbook has been actioned
It is possible to choose which action it is checking for. In this case, it is checking to see if it has ben updated, but the other options available are 'created' & 'approved'.
Once the Logbook and the action being checking for are selected, the rule is chosen. If the logbook action has been done - does it Exit or does it Go to? in this instance it will exit.
The process is nearly complete. The process must return to the previous step to 'check task actioned' and make sure we now tell it to Go to the 'Email Employee step' to continue in the process.
This could not previously be done, as the step to continue to wasn’t there. Now it is, edit the step and select the option “Goto Step” next to action and select the step.
If the Logbook is not completed, just like earlier in the process, if it is not done it will carry on to the next step, which in this case will be an email to admin to inform them the employee has not completed their log.
This will be followed by an exit step to ensure the process ends.
Now this is an overview of the complete process workflow.
--Step 3 - Action the Automation--
The final step in creating a fully working automation is combining the steps we've done so far; the query and the process. You can do this in the Tasks area:
- Add new item
- Select automation (the task option is to have one task that is automatically assigned when it is triggered to by a query, as opposed to a full process)
- Select the Query
- Select the process.
- The query is running all the time from this point, so to stop it from repeating the process every hour it runs every day, it has a rule.
- The rule is “this process will never repeat for an employee unless we tell it to after every [XXXX] days.
- For example, a process that involves alerts every year for employee’s appraisal would be told to repeat every 365 days.
- Contrary to this, a new starter process would never repeat as it is a one-off occurrence.
- Once saved just make sure it says “Yes” in the subscribed menu
Your process is automated.
Customer Services Team