Common workflows that do not include employee participation

Objectives:

Create some of the most common workflows in AllPay. Workflows can be processes to implement employee changes and in many cases can replace Personnel Action Forms. Workflows can be split into two major categories: Those that include employee participation or those that don't.

This guide focuses on workflows that do not include employee participation. Click here to learn how to create workflows that include employee participation, like ones that can assign employee to-do items or communicate with employees.

What's in this article?

An overview of common workflows in AllPay that do not include employee participation, including:

• Initiate employee change and send to approver (such as but not limited to pay rate change, labor allocation change, a department change, and a position change)

Learn how to create a workflow and see a glossary about workflow fields here.

💡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.

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!

Initiate employee record change and send to approver

This workflow lets a group make a change to an employee record and then notifies an approver about the change. This does not send any communication to the employee.

One example of this kind of workflow is a pay rate change that you would need to have approved before it goes into effect.

1. 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.

2. Click on Add New.

3. Fill out all the information in the Workflow section, including:

   1. Source User Group set to your user group that will submit the request (learn more about Creating user groups in AllPay)

   2. Record Type set to the data that you will be changing (such as pay rate, labor allocation, department, or position)

   3. Destination User Group set to your user group that will receive the approval request (learn more about Creating user groups in AllPay)

   4. Destination Action set to Assign Approval
      AllianceHCM tip: For a pay rate change, checking the Skip Onboarding Employee Transfers box lets you look for added employee records while ignoring new hires.

4. Click on Save.
   AllianceHCM tip: A workflow will not be active unless you've checked the Active box on the workflow.

Example workflow: Changing a pay rate for an employee with no communication to the employee. This workflow has just one approver. Click here to see more about a workflow that would include communication to the employee.