Create a workflow
Objectives:
Create a workflow in AllPay. Workflows can be processes to implement employee changes like pay rate changes; changes of department, position, location, and supervisor; employment type changes; and employee termination. A workflow can also assign to-do items or send emails to employees.
What's in this article?
An overview of how to set up workflows in AllPay
A glossary of some of the fields included in workflows
Learn how to create some common workflows in our guide.
💡Good to know: A workflow includes a few required components: Someone or a group of people to initiate a workflow (the Source User Group); someone or a group of people to be on the receiving end of a workflow (the Destination User Group); and a notification.
Workflows can be fairly straightforward — for example, with just one set of approvers — or can have multiple approvers or multiple stages of review and approval. If you require multiple levels or people as part of your approvals, feel free to reach out to our Help Desk.
It is helpful to have User Groups already defined in AllPay before setting up a workflow. See our guide about Creating user groups in AllPay to learn more.
AllianceHCM tips: Keep an eye out for tips from our experts!
Create a workflow
Sign into AllPay. Click on Configuration from the lefthand navigation, then hover over the Application Configuration menu in the top navigation and select Workflow Setup.
Click on Add New.
Fill out all the information in the Workflow section.
AllianceHCM tip: See the below Glossary section on this guide for more about each field, and then check out our guides about common workflows: Common workflows that include employee participation and Common workflows that do not include employee participation.Click on Save.
AllianceHCM tip: A workflow will not be active unless you've checked the Active box on the workflow.
Click on Configuration, then hover over Application Configuration and select Workflow Setup
Glossary of fields used in workflows
Description: This can include a summary of the workflow.
Evaluation Order: This is the order in which the workflow will be evaluated. Only one Approval action can be made per record being changed, in cases where there are multiple matching workflows configured for a changed record the one with the lowest evaluation order will be used. Note that multiple Assign Review and Notification actions can be assigned for one record being changed but only one Approval action.
AllianceHCM tip: This is only relevant if you're creating a multi-step workflow where order of execution matters.Active: A workflow will not be active until this box is checked. You can uncheck this workflow if you need to pause it at any point.
Source User Group: The workflow will apply to all members of this user group as they make changes. The drop-down menu will let you choose from your company's existing User Groups.
AllianceHCM tip: If you leave this blank, then anyone who performs the triggering action will trigger the workflow. Learn more about Creating user groups in AllPay.
​
Action Type: ADD occurs when data is added. UPDATE occurs when data is updated. DELETE occurs when data is deleted. APPROVE occurs when an approval workflow is approved. DENY occurs when an approval workflow is denied.
AllianceHCM tip: Most of the time you'll be checking the boxes for ADD/UPDATE/DELETE.Record Type(s): When one of the Action Types happens to this data type, it will trigger the workflow. This is a required field that specifies the types of records the workflow applies to. Multiple record types can be configured in a single workflow setup. Note that to use field level filters for this workflow configuration, only one record type may be specified. Click on the + icon to select the items for this field.
Employee Filter: This is an optional filter to apply to the workflow. If you add it, only employees matching this filter will be captured by this workflow.
Exclude User Group: This is an optional setting so that members of this group will not be affected by this workflow. This setting can be useful for configuring a multi-level approval workflow to specify the group of users at the end of the approval chain.
AllianceHCM tip: Learn more about Creating user groups in AllPay.Destination Action: This specifies what happens when as a result of the workflow. Note that only one Approval action can occur per record being changed.
AllianceHCM tip: The most common Destination Action is Assign Approval.
​
• Notify Only means the change goes live immediately and the Destination User Group is notified. There is no assigned review task.
• Assign Approval assigns the change to the destination user group. The change will go live once it is approved. The record action stays pending until it's been approved by the Destination User.
• Assign Review means the change will go live immediately, the Destination User Group is notified, and a review task is assigned to the Destination User Group.
• Assign Employee To-Do Item lets the change create an employee need in AllPay and it appears in MyPay as a to-do item. Any email notifications configured on the need setup will be sent.
• Create Employee Communication means the change triggers a communication (created with an email template) that it is sent to the employee's MyPay email address and appears in their MyPay. It will be marked as read when the employee reads it in MyPay.
• Fail Record Validation means that if someone attempts to alter a record that matches this filter, then the save operation (add, update, or delete) will be cancelled and the user message will be displayed. This provides customizable record validation; for instance, it can be used to require filling in certain fields.
• Create Benefit Enrollment means the change will trigger AllPay to create employee benefit enrollments that the employee is eligible for that have a matching Enrollment Flag. If an employee is not eligible for the enrollment then it will not be added, if an employee is eligible for multiple enrollments then they will all be added.
Destination User Group: This is the user group that receives the Approval Assignment, Review Assignment, or Notification resulting from a record being changed that matches this workflow configuration. The drop-down menu will let you choose from your company's existing User Groups.
AllianceHCM tip: Learn more about Creating user groups in AllPay.Skip Onboarding Employee Transfers: When this field is checked, the workflow will not be applied when onboarders are converted to employees.
Filter Match Type: This specifies whether all Item Filters must be true in order to apply the workflow or if the workflow should be applied if any filter is true. Add Item Filters further down the page by clicking on Add Filter and then providing the filter criteria. You may have multiple Item Filters.
