Creating a Workflow (Onboarding)

Use the Workflow Library form to create workflows for onboarding. You can also use this form to add notifications to send out to employees or groups during onboarding.

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You can create a workflow using prebuilt forms. Enter the workflow ID and Name (these are required), select the workflow type Onboarding, and save the workflow.

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You can also customize settings, select different process forms, and add additional forms to the workflow. The forms you select display in the navigation menu during onboarding in the same order in which they are arranged.

To create a new workflow:

1.

Click Back Office.

2.

From System|Change, select Workflow Library. The Workflow Library form opens.

3.

Click Create New Workflow. The Create New Workflow form opens.

4.

On the General tab, complete the following:

Field	Action
ID	Enter a unique workflow ID.
Name	Enter a unique workflow name.
Workflow Type	Select Onboarding. The Workflow Type Enrollment is used only to create workflows for Benefits Enrollment.

The Start Date and End Date fields are read only. These dates are set when you submit the workflow.

5.

Click Save. The Process, Forms and Documents, and Notifications tabs are enabled.

6.

Select the Process tab. You can save, change, and retrieve data. Autosave occurs when the drop-down selector is changed.

The following forms are required for all onboarding workflows. If additional languages are configured on the system, these form fields will appear in multiple languages.

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Initial Visit

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Return Visit

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Employee Information

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Summary

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Submit

The following forms are optional.

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Electronic Consent:

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When creating a new workflow, the form is enabled by default. You can disable it to not include the form in the workflow.

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When editing a preexisting workflow, the form is disabled by default and must be enabled to include in the workflow.

For information on including the Electronic Consent form at the beginning of a workflow, see Including the Electronic Consent Form.

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I‑9 Section 1 and 2: Enabled by default, but can disable to not include in workflow.

7.

Use the lists to select forms. To edit a form label, click .

8.

Select the Forms and Documents tab.

Add forms and form sets to the workflow by dragging and dropping them from the Available Items panel to the Selected Items panel. Forms in bold are prebuilt forms. If additional languages are configured on your system, both the form title and category title display additional language fields.

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To change the name of a form, click . To remove a form from the Selected Items panel, click . You can also view forms included in form sets by selecting .

Note:  The forms included in the workflow display in the navigation menu of Onboarding in sequential order.

9.

Select the Notifications tab.

You must create notifications and set up recipients to assign them to workflows. For more information about creating notification templates, seeSetting Up Notification Templates (Onboarding). For more information assigning notification recipients, see Setting Up Notification Recipients (Onboarding).

10.

For each notification to attach to the workflow, click Enabled. When a notification is enabled, the Object field is enabled.

11.

Select the Object to apply to the enabled notification. The options available depend upon the notification's Type and Condition. For more information about these options, see Working with Objects and Tasks for Onboarding Notifications.

Parent Topic

Managing the Workflow Library (Onboarding)