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Workflow-based HR process design

Workflow-based HR process design

You can design a new workflow-based HR process if the predefined processes are not sufficient. You can create an entirely new workflow or use existing components in your HR process.

To design a new workflow or customize a predefined workflow, you typically work with someone in your organization who has experience with workflow design and customization.

The following components can be used or customized for HR processes.
  • The predefined processes provided for onboarding, offboarding, and information change.
  • The IT Employee Onboarding Action and IT Employee Offboarding Action script actions.
  • Workflows that create HR and IT tasks.
  • The order guide that creates catalog item requests.
  • Record producers, known as catalog items, that launch HR automated processes.

The following items work by default with HR processes. You can modify them as needed. For example, you can extend the HR Profile table to capture additional information.

  • HR Profile [hr_profile] table
  • HR Case [hr_case] table
  • Script includes

The following list outlines the tasks you perform to design a new automated HR process.

  1. Design the process stages, outlining the process flow at a high level. An example is shown in the table below.
  2. Create or customize a catalog item that will create the HR case.
  3. Create the workflow to process the request, including any of the following relevant configurations.
    Approval rules
    To review and approve or reject the request. For example, to approve a request for a leave of absence.
    Assignment rules
    To assign the request to a specific individual or group. For example, to assign benefits change records to a specific benefits administrator. HR groups, skills, and locations can all be considered for auto-assignment.
    Email notifications
    To alert an HR team member or group about the request. For example, to send a notification to the HR agent a case is assigned to.
    Fulfillment tasks
    To create HR tasks and requests for items that other departments fulfill. For example, an HR task to reactivate a user's email account when a leave of absence ends.
  4. Customize profile information, if required by the new process. For example, you can extend the HR Profile table to create a Dependents table, which may be required for processing employee insurance claims.
  5. Select an event to launch the workflow when the HR case is created.
Table 1. Example of the typical stages for an onboarding process
Stage Description
Capture information
  • When an employment offer is accepted, capture basic information about the new employee.
  • Create an HR case and HR profile for the employee with the captured information.
  • Request approval for onboarding.
  • Approve the onboarding request, then generate the tasks for this work, such as the following.
    • HR tasks, such as performing reference checks.
    • Non-HR requests, for example, relevant hardware and software that generate service catalog requested items. These requests are fulfilled by non-HR departments, such as IT.
  • Fulfill the generated tasks required for onboarding.
Start date
  • When the employee joins, perform actions such as the following.
    • Reset the employee's password or unlock the employee's Active Directory account.
    • Add roles to the employee.
    • Send a welcome email to the employee's team.

For more information, see Email notifications.