Stage 4 - Set up the workflow
On the Workflow tab, a sample workflow is created for you automatically and can be modified. A workflow is made of Steps and the Actions that connect them. When an action is performed, the record moves from one step to the next.
Click any step or action to open its Properties Panel.
Configure step permissions
Step 1 - Select a step.
Step 2 - In the Properties Panel, open the Permissions tab and click Manage Permissions.
Step 3 - Search for and select the required user roles.
Step 4 - Assign each one Read-Only, Editable, or Hidden.
Note: To control individual fields, enable Define Field-Level Permissions and set the permission for each field.
Set action owners
Step 1 - Select an action.
Step 2 - In the Properties Panel, assign the users or user roles allowed to perform it.
Set up action notifications
Action notifications are emails sent when an action is completed.
Step 1 - Select an action and open the Notifications tab.
Step 2 - Under Action Notification, set the Notification Name, Email Subject, Subscribers, and Email Content.
Action Notification
Step 3 - Insert form values using the available Email Tokens, then click Save.
| Field | Suggested Value / Content |
|---|---|
| Notification Name* | Onboarding Tracker - New Hire Task Reminder |
| Subject* | Action Required: Pending Onboarding Tasks for {{Employee_Name}} |
| Subscribers > Employees |
{{New_Hire}} (Select the specific employee record)or All Active Employees (if sending a general announcement) |
| Subscribers > Admin Roles |
HR Onboarding Specialists; IT Provisioning Team
|
| Subscribers > ESS Roles (Employee Self-Service) |
Direct Manager / Supervisor (to notify them of their new hire's progress) |
| Email Addresses (Include In) |
Select: CC Enter: onboarding-support@yourcompany.com
|
| Select Token (Insert these into the body) |
{{Employee_Name}} , {{Start_Date}} , {{Job_Title}} , {{Department}} , {{Manager_Name}} , {{Task_Due_Date}} , {{Onboarding_Link}}
|
| Email Body (Using the Rich Text Editor) | (See the drafted HTML/Text content below) |
Set up reminder notifications
Reminder notifications send emails based on a date, to prompt action on pending records. Reminder notifications are available from version 8.1.2 onwards.
Step 1 - Select an action and open the Notifications tab.
Step 2 - Under Reminder Notification, set the Notification Name and Email Subject.
Reminder Notification
Step 3 - Choose when to send it — based on the previous step's completion date or any date field on the form; whether to notify Before or After; the number of days; and whether to repeat.
Step 4 - Set Subscribers and Email Content, then click Save.
Step 5 - Once all workflow configuration is complete, click Save.
| Form Field | What to Enter / Select |
|---|---|
| Notification Name* | Onboarding Tracker – New Hire Task Reminder |
| Subject* | Action Required: Pending Onboarding Tasks for {{Employee_Name}} |
| Subscribers > Employees | Search & select: {{New_Hire}} (the specific employee record being onboarded) |
| Subscribers > Admin Roles | Type & select: HR Onboarding Specialists ; IT Provisioning Admins
|
| Subscribers > ESS Roles | Type & select: New Hire (Self-Service) and Direct Manager
|
| Email Addresses |
Field: onboarding-support@yourcompany.com"Include In" dropdown: Select CC (so HR gets a copy without being the primary recipient) |
| Select Token (click to insert) | Insert these placeholders into your email body:{{Employee_Name}}, {{Job_Title}}, {{Department}}, {{Start_Date}}, {{Manager_Name}}, {{Onboarding_Portal_Link}}, {{Task_Count}}
|
Stage 5 - Add document templates (optional)
Step 1 - Open the Document Templates tab and click Add Document Template.
Step 2 - Provide a Template Name, Description, Template Content, Page Size and Margins, and any required tokens.
Step 3 - Click Save.
How to Create Document Templates under the Discipline Module
- Updated
Step 1 - By default, the following document templates are available in the system:
Verbal Warning Record – Use this template to document initial verbal warnings issued to an employee.
First Written Warning – Use this template for the first formal written warning after repeated issues or serious incidents.
Final Written Warning – Use this template for the final formal warning before further disciplinary action may be taken.
How to create a new disciplinary document template
Step 2 - To add a new Document template, click on the "Add Document template" button located top right corner of the screen. Upon clicking, the following screen will appear.
Step 3 - Complete the following fields and sections and click on the "Save" button.
| Field | Description |
| Name | Name of the Document Template |
| Description | Description of the template |
| Select Token | A token is the data field in the employee profile. Place the cursor in the text area where you want the token placed and select the token from the drop-down list. |
| Text Area | Add the body of the template. Use the WYSIWYG editor to style and format the document. |
| Image |
Click the ‘Image’ button to add an image to the document or click the toggle toolbar |
| Paper size | Set the paper size. (A4, A3, Etc.) |
| Margins | If you leave these 4 fields blank, by default the margins will be set at 10mm. You can override them by specifying values to the fields. |
Ensure all required fields and tokens are correctly set before saving to avoid missing information in generated documents.
Note: Insert form values or employee data into a template using %TokenName% syntax. Templates are triggered by the Document Generator widget on the form, and output as PDF or DOCX.
Stage 6 - Publish
Publishing happens in two stages: publish the application, then publish each form.
Publish the application
Step 1 - In the Applications window, click the three-dot menu ( ⋮ ) next to the application and select Publish.
Note: To reverse this, choose Unpublish. All data and records are retained.
Publish each form
Forms are published individually and can only be published once the application is published.
Step 1 - Open the application, click the three-dot menu ( ⋮ ) next to the form, and select Publish.
Step 2 - Choose which record lists to create:
- My Record List — employees submit their own records.
- Employee Record List — admins submit on behalf of employees and view all submissions.
Step 3 - Provide a menu label for each list, disable either one with its toggle if not needed, and click Publish.
Note: An application appears in the sidebar only once at least one form under it has been published.