Did you know about managing workflows in Onboarding?
The following defines how workflows are created and processed and describes the tools used to accomplish workflow-related tasks.
All workflow tasks are performed via the Inbox of the individual who is assigned to one or more of the following workflow stages:
- View status and details
- Perform workflow tasks
- Send forward, return, or approve, depending on permissions
- Post messages to internal staff
- Send email
Workflow Modules include:
- My Inbox
- Workflow Approval Form
- Post A Message Form
- Send Email Form
- Admin Inbox (Administrators only)
My Inbox
View and access all workflow stages that have been assigned to you. The default sort is by date Sent. Best practice is to process any past due or at risk items first.
The Received form displays workflow stages assigned to the logged in user. This is the list of workflow stages the user must address.
If employee lifecycle events are used, the inbox has two types of functionality, based on event:
1. Workflows associated with the tour taker’s current event might be processed.
2. Workflows associated with the tour taker’s historical events are read-only.
Note:
Tour forms are available as PDFs.
The Sent form displays workflow stages the logged in user has completed. The user can view read-only versions of the tour form she processed earlier. The user can open a PDF associated with a tour form.
To open a Workflow Approval Form:
Select the stage to the workflow. Once the Workflow Approval Form is open, you can begin processing.
To sort lists:
Select a column name then select the arrow to toggle between ascending and descending order.
To filter results:
To narrow results, use the filters. Filters apply to both the Received and Sent boxes, so you may toggle from one box to another without having to re-filter.
Filtering options include:
- Workflows: the name of the workflow
- First Name: the employee’s first name
- Last Name: the employee’s last name
- User ID: the employee’s user ID
- Current Events: events of workflows associated with only the most recent New Hire record
- All Events: events of workflows associated with all of the New Hire records
- Start Date: the date the tour taker started work
- Hire Date: the date the tour taker was hired
- From: the first date in the date range
- To: the last date in the date range
- Group: a user group
- Manager Name or Email: the name or email of a manager
- Workflow Approval Form: instructions provide the guidance needed to process the workflow stage
- Forms Requiring Action: these forms have required fields that must be completed in order to proceed. The form tabs are open by default and feature a red star.
- Other Relevant Forms: these forms allow edit or view permissions.
Note:
Workflow forms with required or edit permissions have a Save button. When a form is saved, it is locked from tour taker edits.
To edit and/or complete form(s) and forward a workflow stage:
1. Select My Inbox.
2. Read and follow the instructions. The permissions for each stage of the workflow have been pre-determined and configured. Some forms might require action, allow editing, or be read-only.
3. Complete all forms listed in the Forms Requiring Action section. When saved, they feature a green checkmark
4. Review all forms in the Other Relevant Forms section and edit fields where necessary.
5. Select Forward. The person(s) performing the next stage of the workflow will have either permission to make a correction or to reset the tour and workflow while providing instructions to the tour taker and/or workflow assignees.
To return a workflow stage:
If you encounter an issue that you are unable to correct yourself, look for the Return button. The Return button will be enabled or disabled depending on where the stage exists in the workflow and how it was configured.
The Return button is disabled if:
- If you are viewing the first intermediate stage of a tour; or
- If a tour has only a kickoff and a final stage
Before clicking the enabled Return button, refer to the following instructions.
1. If enabled, select Post a Message or Post a Message and Send Email to describe why you are returning the workflow stage and making it available to the recipient. Post a Message and Send Email creates a message on the message board and generates an email.
2. In the text box, enter the appropriate information.
3. Select Return to send the workflow to the previous stage, click Return.
To approve an entire workflow (applies only to the last stage):
1. Select My Inbox.
2. Read and follow the instructions. The permissions for each stage of the workflow have been pre-determined and configured. Some forms might require action. Some forms might allow editing and some might be read-only.
3. Review all forms with required and/or edit permissions, then select the Save button for each. (Select the Approve button when enabled.)
4.Click Submit. If this is the final stage of the workflow, click Approve.
Refer to the Infor Onboarding Admin Guide (version 4.8.2).
For questions or more information, contact your HRSD Customer Success Manager.
