Common workflows that 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 include employee participation, which also means they must include an Employee Need. Click here to learn how to create workflows that do NOT include employee participation, like ones that handle rate changes, department changes, labor allocation changes, and position changes.

What's in this article?

An overview of common workflows in AllPay that include employee participation and are linked to an Employee Need. The workflow acts as a trigger to create an Employee Need (which shows up in MyPay as a to-do item), which can be especially helpful for supporting employee engagement and visibility. Some examples include:

• Communicating with an employee about a pay rate change

• Sending communication out to employees, like a company-wide announcement, a video message from an executive, or an update to the company handbook

• Sending a survey out to employees

• Sharing an exit interview with an employee who is leaving the company

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.

Workflows that include employee participation require an Employee Need, which can be scheduled to be assigned to employees in their self-service portal, MyPay. You must have the need created before you have a workflow that includes employee participation. Learn more about Employee Needs here.

AllianceHCM tips: Keep an eye out for tips from our experts!

Change an employee record and notify the employee of the change

This workflow approves a change on an employee record and once it's effective, notifies an employee — which can help to raise visibility around changes. This can be useful to do something like communicate a pay rate change with an employee.

AllianceHCM tip: You can only notify an employee of a change on their employee record after any approval workflows to make that change have taken place. For example, if you want to notify an employee of their pay rate change, first you need a workflow to approve any pay rate changes. See an example of that approval workflow here.

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. Evaluation Order is set to a number higher than the order for the approval workflow

   2. Source User Group can be left blank

   3. Destination User Group left blank

   4. Destination Action set to Create Employee Communication

   5. Choose which employee email to send in the Communication Template dropdown
      AllianceHCM tip: The Communication Template dropdown populates with options from your Email Templates, found under Configuration and in the Application Configuration section

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

Example workflow: Sending a notification to an employee about a pay rate change. This workflow acts on employees whose rate (Record Type) is added, updated, deleted, or approved, and assigns then to review the change. Click here to see more about workflows that would not include communication to the employee — such as the first workflow (Pay Rate Changes) that approves and makes the pay rate change.

Change an employee record and assign the employee a to-do item

This workflow approves a change on an employee record and once it's effective, notifies an employee and assigns them a to-do item. This can be useful to do something like assign an exit interview to an employee who has a set termination date.

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 initiates the change to the employee record (learn more about Creating user groups in AllPay)

   2. Destination User Group set to your user group that will receive the notification about the change (learn more about Creating user groups in AllPay)
      AllianceHCM tip: You can also use the Employee Filter, Exclude User Group drop-down and Item Filters to specify who is included in a workflow

   3. Destination Action set to Assign Employee To-Do Item with a Need Name specified (learn more about Creating employee needs to appear in MyPay)

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

Example workflow: Sending an exit interview to the employee. This workflow acts on employees whose employment status updated to T (terminated), as specified by the Item Filter, and assigns an Employee To-Do Item, which is an Employee Need called Exit Interview. Click here to see more about workflows that would not include communication to the employee.