Creating Workflows (Updated)

Last Updated: December 17, 2024

Overview:

A powerful feature of Omni HR is allowing admin users to create HR-related tasks and workflows that are sent to employees, then employees can complete the tasks easily in their Omni HR accounts. In this article, we'll learn how to create the workflows, and assigning tasks to them.

Note: We highly suggest that before going through this article, the Task Templates have already been created. If you haven't yet, you may checkout our article on Creating Tasks, then go back to this article after.

Creating Workflows:

• Go to Workflows > Workflow Templates > Create workflow. You'll be brought to a page where you'll build the Workflow.
• Indicate the Workflow name and the Workflow Type. If the Workflow Type is not yet available, you may create on the spot by clicking Add New Workflow Type in the dropdown. You will be able to select the new Workflow Type immediately.
  
  

• Click "Add task " to start adding tasks. You can choose the task from the "Choose a task" dropdown, and choose who you want to assign to through the Assignee dropdown. You'll also see the Choose task trigger button.
  • When choosing task triggers you can choose to trigger task through the following:
    • Relative to a key date - Choose how many days/weeks/months before/after a key date (today, start date, probation end date, last day of work, etc) the task will be triggered.
    • On a key date - Task will be triggered exactly on the key date. 
    • Depending on other tasks- Task will be triggered after another task is completed.
      • When this is chosen, you can select another task which this will depend on
      • In the Task Must Be Completed section, you can choose due date to be "relative to send date" or "on send date".
        
        

• You will see a Summary section where you'll see the logic of the setup. Once this is good with you, click Save.
• In the Assignee dropdown, you can choose Employee, Manager, or a specific name.
  • If you choose Employee, when you assign the workflow in an employee's profile, the task will be assigned to that employee.
  • If you choose Manager, when you assign the workflow in an employee's profile, the task will be assigned to the employee's manager.
  • If you choose a specific employee name, the task is designated for just 1 person in your organization regardless if which employee profile you assign it to. Examples of tasks this could apply to are buying gadgets, assigning software accesses (IT), doing exit interviews, and enrolling in health card (HR).
    
    
    

• Add as many tasks as required, then click Save & Exit.
  
  

Related Article(s):

• Creating Tasks
• Set Task Triggers for Workflows
• Assigning Tasks and Workflows

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