V2 - Creating a Workflow

Within Chronicle's HR features, you have the ability to create what is known as a 'Workflow'. A workflow is a way of managing and uploading documents that you may need an employee to view or sign off on. The way this feature is used can vary however it is most commonly used for on-boarding processes, employment contracts and tracking completed training courses.

With a completed workflow in place, the employee will be able to use their Self Service or Chronicle Mobile App to view and manage their progress within a workflow.

Creating a Workflow

Company Documents

To begin creating a workflow, you'd need to access 'Settings' in the bottom left corner then 'HR'. You'd begin with 'Company Documents'.

This is where you would upload and documents that relate to your company, for example in an 'Onboarding' workflow, you would upload any training documents you require them to read, a review document you'd have them download, complete and re-upload etc. 

To add the document, simply click 'Create Company Document' then enter a description/name for this document then the 'Upload Document' option to locate and upload the relevant document.

With all of your company documents uploaded, you can now move on to the next step of the workflow process, which is 'Assignments'.

Links

As well as company documents, you can also create 'Links' that can be used in the workflow. To create a link that can be used, select 'Links' within the 'HR Records' drop-down. 

Within that menu, select the 'Create Links' button in the top-right.

Enter a relevant name for this link and the URL that you'd have the employee visit.

Assignments

The next step is to create the 'Assignments' of the workflow, select the 'Assignments' option on the left-hand side within the 'HR Records' drop-down.

Select 'Add Assignments' in the top-right.

The assignment is essentially what the employee is required to view/action. This will be almost similar to the 'Company Document' that was created, however there can be some variations when creating the assignment.

• Name: This is the name of the assignment
• Company Document: This will be the associated document with this assignment
• Link: Instead of viewing a document, you can create a link to a website - This can be used in the event that the employee is required to perform online training.
• Upload Document: This can be toggled if the employee is required to upload a document for this assignment - This can be used for a review, the employee may be required to download a document to fill out their part of the review and then re-upload that document for later use.

With the assignments all created, the next step is 'Stages'.

Stages

The next step in the workflow process is creating 'Stages'. This is found by selecting the 'Stages' option on the left-hand side within the 'HR Records' drop-down.

Within this screen, select 'Add Stages'.

The 'Stage' would include all of the 'Assignments' that you have just created, you may have multiple stages for example, one for 'Training', another for 'Reviews'. 

With the various stages of the workflow created and the appropriate assignments selected for the stage, the last step of the workflow creation is 'Processes'.

Processes

The last step in the creation in a workflow is the 'Processes'. This is what pulls all of the other steps together to complete the workflow. 

To create the processes, select 'Processes' on the left-hand side within the 'HR Records' drop-down and select 'Create Processes' in the top-left.

Firstly, you'd need to give this process a name, this will ne the name of the overarching process that are made up of the documents, assignments and stages. You'd also need to select a 'Client Type', this would in most cases be selected as 'Employee' however can also be used for potential 'Candidates'.

To create a candidate based workflow, please see this guide: V2 - HR Candidates – Chronicle Computing

Once completed, select 'Create' and double-click back into the process that was just created which will reveal some additional options.

Select the 'Add' button, which will then show an interface where you'd select a 'Stage' that you had created and what number in the sequence this stage is required. 

For example, this workflow is for 'Induction and Training' so I will assign this as the 'Stage', 1st in the sequence. Then, it will have my 'Review' stage in here as well, but 2nd in the sequence. 

With the 'Processes' created, that is the workflow complete!

Applying this to Employees

The final step is applying this to employees. This is done by access the 'Home' menu settings then the 'HR' drop-down and then 'Workflow'.

Within this area, you'll see the various 'Processes' in the drop-down and any employees that have been assigned to them. If you have just created a new workflow, you'll need to assign some employees to it. 

This is done by selecting the relevant tag in the drop-down or if you are looking to add an individual that you need to assign to the workflow, select the relevant employee from the employee drop-down.

Once you have the appropriate tag/employee selected, select the green icon in the top-left to assign them to the workflow.

With the employee assigned to the workflow, you can then see how they are progressing through the stages of the workflow. By double-clicking on the employees name, it will bring up their employee record on the 'Workflow' tab - This is where you'll be able to see which stages they have completed and signed off.

For the employee, you can visit this guide to see how actioning various processes against a workflow will be from their point of view: {Placeholder Link}