This workflow recipe will provide the steps to create and configure a workflow for a simple Return To Work process, within this process the workflow will send the one to one form out to the employee to fill in then forward this onto the manager to review and lastly send it back to the employee again to sign off on it.

If you're interested in creating your own one to one workflow this recipe can provide a bit of a head start in regards to the workflow configuration, how to set up various workflow step types as well as how to set up your step triggers so that tasks are assigned at the correct time intervals.

To begin following this guide you'll first need to navigate into Administration -> HR -> Workflows and click Add.

The Workflow

Workflow Name: One to one review.

Category: Task.

Type: Task.

Employee can trigger? No.

Trigger against leavers/archived employees? No.

Trigger against employees in probation? Yes - including those out of probation.

All comments visible: No.

Restrictions: Any that you desire.

Length of service (years): Blank.

Only manager roles? No.

Active: Active.

Once you've submitted this page you should be redirected to the Workflow steps page, this workflow is nice and simple so we won't have to do much work here, to start just click Add Step.

Workflow Steps

Step 1

Name: Please complete your one to one form.

Description: Add as required.

Type: Send new form.

Form: 121 (Other)

Recipient(s): Employee.

Message Subject: Your one to one Form is Ready.

Message Content:

Hi [employee_name],

 

Please complete the attached one to one form.

 

Thanks,

HR.

(The message and subject above are just generic examples of what could be used, it's entirely up to you what is entered in these fields though).

Sensitive Message: Unticked.

Send message as plain text: Unticked.

Custom button link: Blank.

Custom button text: Blank.

Workflow step order: 1.

When should this happen?: 0 days after Creation Date.

Escalation Actions: None.

The workflow step should now look like so:

Step 2

Name: one to one form available to review for [employee_name].

Description: Add as required.

Type: Send existing form.

Form in step: Step 1: Please complete your one to one form.

Recipient(s): Employee's manager.

Message Subject: one to one form available for completion for -[employee_name].

Message Content:

Hi [current_manager_first_name],

 

Please click on the link to access the completed one to one form for [employee_name].

When you have completed your comments, this will be sent to the employee to sign off.

 

Kind regards,

HR.

(The message and subject above are just generic examples of what could be used, it's entirely up to you what is entered in these fields though).

Sensitive Message: Unticked.

Send message as plain text: Unticked.

Custom button link: Blank.

Custom button text: Blank.

Workflow step order: 2.

When should this happen?: 0 days after Last Workflow Action.

Escalation Actions: None.

The workflow step should now look like so:

Step 3

Name: Review your one to one form and sign off.

Description: Add as required.

Type: Send existing form.

Form in step: Step 1: Please complete your one to one form.

Recipient(s): Employee.

Message Subject: one to one form ready to be signed off.

Message Content:

Hi [employee_name],

 

Your one to one form has been completed by your line manager.

Please read the comments and sign off your form.

 

Kind regards,

HR.

(The message and subject above are just generic examples of what could be used, it's entirely up to you what is entered in these fields though).

Sensitive Message: Unticked.

Send message as plain text: Unticked.

Custom button link: Blank.

Custom button text: Blank.

Workflow step order: 3.

When should this happen?: 0 days after Last Workflow Action.

Escalation Actions: None.

The workflow step should now look like so:

This is a simple recipe for a 1-2-1 workflow which can be used in full or just used as the foundation of your own workflow, if you'd like to use this as a guide and then add in your own steps and tweaks it's a good way to give you a head start and get the basics complete before building up your full process.