New Starter Example Workflow
The Query (Part 1)
1. Create your query:
- the query is the trigger to start a process, at a later stage, we assign a query to a process and activate it.
- This makes the query run in the background hourly.
- I want this process to start as soon as its told there is an employee with a start date of today.
- When the query pulls an employee out of the report, the process will start instantly.
- The Start Date is selected, so I then filter to say today in the next step.
The Automated Process (Part 2)
- Go to 'Settings' > 'Processes'
- 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...
- 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.
- The group we eliminate is either those in the specified query, or those not in the specified query
- REMEMBER – This is not telling the process who to apply to; it is telling the process who to remove.
- Use a combination of emails and tasks to alert people. assign documents with mail merge
All steps happen instantly after each other, the only time a process waits, is if we use the wait step.
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.
In the email subject and body (same for tasks) we can use the Tag List which gives us a list of available merge tags you can copy and paste into the body of text to populate with employee information when sent.
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).
Then after the two days wait the task should be done 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 done the process will end).
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.
Create the automation (Phase 3)
- The automation is just the phase of combining the query and the process.
- This is done in tasks
- Manage workflow alerts & processes icon
- 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