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    How to Set up the App builder workflow

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    OrangeHRM Administrator
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    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. 

    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.

    Reminders will now be sent automatically to whoever the pending action sits with, at the configured interval, until the request is actioned.

    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}}

    Note: A dedicated reminder notification template governs the message content — this is separate from the initial submission notification.

    To add a document template, refer to the following article: https://help.orangehrm.com/hc/en-us/articles/60630453774617/

    Automatic Reminder Notifications

    Pending requests can now send automatic follow-up reminders until someone acts on them, so you no longer have to chase approvals manually. The content of the reminder is governed by a dedicated reminder notification template.

    Note: Reminders continue at the configured interval until the pending request is actioned, then stop automatically.