Step 01 - Navigate the Employee Voice Workflow section.
Default steps and actions appear automatically for all Employee Voice Templates and serve as the foundational workflow elements within the module. These default elements cannot be deleted or renamed.
Each default step comes with pre-configured settings, including defined permissions, assigned user roles, and automated notifications, allowing for a standardized and streamlined approach to Employee Voice Form handling.
| Role | Access Scope |
|---|---|
| Global Admins | All locations |
Regional/Custom Admins | As defined in their data group permissions |
| Employee Voice case types within their assigned regions |
How to add a New Step to the Employee Voice Workflow
Step 02 - To add a new step in the Employee Voice Workflow, click the “Add Step” button located on the top bar.
When you add a step using this button, a corresponding action will be created automatically.
Ex: - “Closed” Workflow Step
To address the gap after Employee Voice cases were marked “Resolved,” we added a new “Closed” step. This final action allows HR to formally close an Employee Voice case once the employee accepts the resolution, all documentation is complete, and the case is fully concluded—ensuring a clear distinction between resolution and closure.
Step 03 - As per the example, if you choose to add “Close” as a final action in your workflow, make sure the target step it leads to is labeled “Closed.”
Once completed, click the "Apply" button.
Action Properties
Step 04 - Click on an action you want to edit. From there, you can rename the action and modify the user roles added as action owners to suit your workflow requirements.
Make the changes and click the "Apply" button.
Action Notifications
Step 05 - Also, you can add Action Notifications.
Action-Based Notifications - These notifications are triggered when a specific action is performed, such as Submit or Resolve.
| Action | Recipient | Trigger |
| Submit | Employee | Confirmation email |
| Submit | HR/Admin | New Employee Voice alert |
| Resolve | Employee | Resolution details |
| Resolve | HR/Admin | Final resolution alert |
| Reminder | Employee | Unsubmitted draft |
| Reminder | HR | Unreviewed Employee Voice Cases |
( Note: You can configure multiple notifications for a single action to ensure timely follow-ups and escalations. )
Step 06 - Click the "Edit" button to edit the Action Notification. Upon clicking, the following screen will appear. HR Admins can configure the following details,
Subject line of the notification email
Recipient roles who should receive the email
Employee tokens to personalize the message
Email content to be sent
Step Properties
Step 07 - Click on a step to edit. Make the changes and click the "Apply" button.
Step 08 - In the Step Permissions section, you can manage permissions assigned to different user roles involved in the Employee Voice workflow. You can add as many user roles as needed and configure their access to each field within the Employee Voice Template design you created.
Here, you can view the user roles that have already been defined for this step.
Step 09 - If you want to define field-level permissions, simply enable the option to do so. Otherwise, you can set the entire template’s permission for a user role in a particular step as "Editable", "Read-Only", or "Hidden" without defining permissions for each individual field.
To add a new user role, search for the role name in the "Select User Roles" field and select it from the list.
Once completed, click the "Apply" button.
Step 10 - For each field, you can set the permission level as "Editable", "Read-Only", or "Hidden" for the selected user role, ensuring precise control over who can view or modify specific information during the Employee Voice case process.
Once completed, click the "Apply" button.
Step 11 - To delete a selected user role, click the "Delete button. This will remove the user role from the configuration.