HoorayHR gives administrators and team leaders the option to add workflows. This article explains step by step how to create a workflow based on a template.
Step 1 - Add a workflow
There are several places where you can add a workflow:
From the ‘Actions’ button in the workflows feature.
From the ‘plus’ button in a category on the workflow overview.
From an employee’s profile. Under ‘workflows’, or from the overview, you can start a new workflow. The employee will already be preselected for you.
Step 2 - Select a template
When starting a workflow, begin by selecting the desired template. These are divided into your workflow categories. You also have the option to proceed without a template.
Step 3 - Single workflow or bulk workflows
Choose whether to add a single workflow, or add workflows in bulk for separate employees.
Step 4 - General
After choosing a template, enter the necessary details to create the workflow. Fill in the title and optionally a description. By default, the template’s category will be used, but you can change this. Optionally, choose labels.
If the chosen template includes deadlines, you’ll need to enter the deadline date here. If you have configured a name for the deadline date (such as ‘the first day of work'), enter that date here. This will automatically calculate task deadlines.
Step 5 - Roles
Choose for which colleague you want to start the workflow. If you have chosen 'bulk workflows' you can select multiple colleagues here.
For each role, specify which colleague will fulfill it. If a ‘default colleague’ is already set in the template, they’ll be preselected. All tasks linked to a role will then have a responsible party.
Note: When starting a workflow for multiple employees at once, the roles will be the same for all these employees.
Step 6 - Preview
Based on the information you just entered, you’ll see a preview of the workflow. The tasks will have deadlines and assigned roles. Review everything. Want to make changes? You can adjust them in the previous steps.
Step 7 - Activate
When you’re sure everything is correct, you can choose to save the workflow as a draft or activate it immediately. Once activated, notifications will be sent to all colleagues with assigned tasks. If you save the workflow(s) as a draft, you can activate them later manually from the workflow overview. This is useful if you want to prepare something for the future or adjust the workflow before sending it.
The person adding the workflow is automatically set as the workflow owner. You can adjust this for each workflow afterwards if needed.
Step 8 - Get started!
In the workflow, you can immediately see (per section) how many tasks have been completed. Want to make changes? You can, but keep in mind that in an active workflow, notifications will be sent immediately if new tasks are added or deadlines are changed.
Are all tasks completed? You can choose to archive the workflow. Archived workflows can no longer be modified, and no further notifications will be sent.
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