The Xemplo HR > Workflows feature delivers template HR processes (multi-step, smart e-forms) for a range of HR scenarios. You can use Workflows to manage complex HR approval processes, including termination and performance management.
What is a Workflow?
A Workflow (or Workflow process) is an electronic version of a manual HR process. A Workflow can consist one or more steps. At each step of a Workflow process, Xemplo will collect information from a Workflow Participant (this can be a Worker, another nominated user, or an HR Team Member with access to complete Workflows on behalf of the organisation). Information is collected online through a secure electronic form. Once information required to complete a step has been collected from the nominated user, Xemplo will then determine the next step or activity based on pre-defined rules in the software. When a Workflow is completed, all participants involved in the Workflow will be notified that the Workflow is finished.
Workflow Example: Termination - Due to Resignation
HR Managers can use the Termination - Due to Resignation process to automatically create a termination letter for a worker. On completion of the process, Xemplo will automatically create and send a termination letter to the worker.
Xemplo Workflow Library
Your Xemplo software includes a library of pre-defined workflows for common HR processes. Pre-defined workflows cannot be updated, and you cannot add your own customised workflows to the library.
The following pre-defined workflows are included in the Xemplo library:
- Performance Review - 360 Degree
- Performance Review - Formal
- Performance Review – Informal
- Performance Review - Self-evaluation
- Return To Work
- Termination - Due To Abandonment Of Employment
- Termination - Due To Medical Incapacity
- Termination - Due To Probationary Period
- Termination - Due To Redundancy
- Termination - Due To Resignation
Using a workflow
Any Xemplo users with HR Manager access can create a workflow process.
To create a workflow in Xemplo:
- Go to HR > Workflows, then select New Workflow.
- Select the required workflow process from the library of templates.
To preview the steps in a workflow and the questions the assignee will need to complete, select the Preview option.
- To start the workflow, select the Assign to Workers option, then select the Assignee and Worker:
- Assignee - the user who will complete the questions in the workflow. The assignee can be a Team or HR Manager.
- Worker - a workflow is created to collect information about a selected worker.
When a workflow is created, the Assignee will receive a notification to advise that they have a workflow to be completed.
Completing a workflow questionnaire
Some workflows in the Xemplo Library require input from the worker the workflow relates to. When worker input is required, Xemplo automatically issues a Questionnaire for the worker to complete as part of the workflow process.
Tracking workflow
Once a workflow is created, HR Managers can track all workflow activities from the Workflow screen (HR > Workflow).