The process flow builder allows you to amend, delete or create new Workflows across your business. As indicated in the Application Process Flow (above) a default and simple ‘Line Manager Approval’ is typically included by default on any new ‘instance’ of the solution being created. Use this ‘line manager approval’ workflow to get a feel for how workflows work.
The process flow builder will ask you which GROUP you want any new process to reside within; so consider creating a new Group using the Workflow Group Dictionary before setting out to create a new process flow. Then come back to the process flow builder to crew a new process flow and immediately assign it to its relevant group. Groups are used to keep workflows seperated from each other as you may have a complex set of business practices and policies that will result in a lot of potential workflows. Instead of storing and administering them all under a default group of ‘Without Group’ you can put your workflows into groups that make them easier to manage.
To edit or amend an existing workflow you will need to expand the GROUP on the left side of the screen first using the arrow to the left side of each GROUP;
Click the arrow to expand the GROUP
Once you have expanded a Group you will then see the Pencil icon to edit, the dropdown to select the COPY function and the trashcan to delete each process flow.
Use the existing Line Manager Approval workflow as an example and copy it using the COPY function available under the dropdown on the right of the line manager approval workflow process.
You will then see a new Process has been created with the name Line Manager Approval_Duplicate. The Group dropdown will be blank as this is an ungrouped workflow. Change the description according to taste.
The Builder itself is a step based engine. In this example, the workflow for a line manager approval has only a single step and this step is called ‘approval’ The approvers section is set to [Line Manager]; so for each employee in your business their assigned line manager (by role) will receive a notification that the employee has submitted something. If they approve the data submitted, for example, a holiday booking, then the process will continue. If they deny the submission then the process flow is returned to the originating user; typically with a request/note/task or other input from the line manager asking for something to be changed/updated.
If you have purchased a Trivaeo solution package that does not include eHuman Resource (eHR) then you will be unable to use roles or positions as targets for new process flow approvals or notifications. Instead, you should use named USERS. The advantage of having eHR is of course that your processes are now tied to positions and not to specific people; which means as your workforce grows or changes that your processes will not stop working. Trivaeo’s standard deployment templates include very basic workflows using nomenclature that makes sense both with or without the eHR application enabled in any package.
Adding a new process flow
To add a new process flow click on the yellow ADD NEW button. You will then be presented with the following application builder form;
Process Builder Application
Process Name – your preferred workflow process name. (Mandatory!)
Group – the group within which you wish this process to reside
Description – a description of this process and where you intend it to be used
The builder itself is used by creating single STEPS. In each STEP you decide who needs to approve the workflow, who may be included in the Skip-List so that they are informed but don’t need to conduct an approval and finally for each STEP who is notified of its state change.
Create as many steps as you think are necessary to support the workflow as a whole.
Finally there is a blanket notification option which sits underneath all steps in this workflow where you chose which roles/departments (if you have eHR) or USERS if you have used named persons should be notified each time any step changes its status.
This way, you can have certain entities updated when the status of a step changes and others notified when any step changes at any time. Using this simple Workflow process builder you can actually create fairly complex workflows that support the underlying applications including Asset Management, Expenses Management, Holidays Management and Timesheet Management.
There is an additional workflow process for eHR Objectives. eHR Objectives is actually a detailed 8 step process. This is detailed in the eHR administration guide.
Once you have created a new workflow process you return to the Application Process Flow administration area to select it from the dropdown list against your chosen application area.
Please NOTE that application workflows that are in mid-flight and have existing users using them then they cannot be amended or deleted. To make changes to existing workflows you will need to copy the existing one, make the necessary changes and then publish it. Set it as the new workflow for the relevant application area and the next user calling upon that workflow will receive the new workflow experience. Existing users in mid-flight will continue finishing off their existing workflows using the old originally published workfow. Once no users are left in ‘mid-flight’ then you’ll be able to delete the now redundant workflow process to keep your solution tidy and accurately representing the processes across your business application areas.
The skip list is a really powerful function that allows you to manipulate ONE process so that it works differently for each department or group using it. For example;
If you choose to have the sales Team’s part to be pre-approved by the Sales Manager, but you want the rest of the company NOT to be pre-approved, you can add the Sales manager to the first “Approval” but then add all other departments / positions or even specific names to the “Skip List” . Then you can add the other names to “Step 2” so they can use their own approvals. This use of a Skip list will enable you to create highly complex processes.