This workflow recipe will provide the steps to create and configure a workflow for a simple probation process. Within this workflow we'll send out a objectives form to the employee, once completed we'll then send it to their manager for review then on the end of the probationary period we'll ask the manager whether the employee has passed their probation or not, if they are successful we'll notify HR and if not we'll start another workflow for the failure of a probation.
If you're interested in creating your own probation 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 your step triggers so that tasks are assigned at the correct time intervals. You can then add to the workflow after it's creation in order to customise the workflow for your own process.
To begin following this guide you'll first need to navigate into Administration -> HR -> Workflows and click Add.
The Workflow
Workflow Name: Probation.
Category: Task.
Type: Task.
Employee can trigger? No.
Trigger against leavers/archived employees? No.
Trigger against employees in probation? Yes.
All comments visible: No.
Restrictions: Add as required.
Length of service (years): Blank.
Only manager roles? No.
Active: Yes.
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 objective setting form.
Description: Add as required.
Type: Send New Form.
Form: Objectives form.
Recipient(s): Employee.
Message Subject: Please complete your objective setting form.
Message Content:
Hi [employee_name],
Please access and fill in your objectives form and mark is as complete.
Thanks,
HR.
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? 1 week after start date.
Escalation Options:
I've added 2 escalation options, the first will send a reminder to the employee after 4 days of not completing the workflow step and if they still haven't completed it after 1 week they'll receive one more reminder.
The workflow step should now look like so:
Step 2
Name: Please review the objective setting form for [employee_form].
Description: Add as required.
Type: Send existing form.
Form in step: Step 1.
Recipient(s): Employee's Manager.
Message Subject: Please review the objective setting form for [employee_form].
Message Content:
Hi [current_manager_first_name],
Please review [employee_name]'s objectives form and mark as Complete.
Thanks,
HR.
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 Options:
The workflow step should now look like so:
Step 3
Name: Has [employee_name] passed their probation?
Description: Add as required.
Type: Yes/No.
Implication of No: End workflow and Trigger workflow.
Workflow: Probation Failed (steps for probation failed workflow available here).
Recipient(s): employee's manager
Message Subject: Has [employee_name] passed their probation?
Message Content:
Hi [current_manager_first_name],
Has [employee_name] passed probation? Please complete this workflow action to input the result.
Thanks,
HR.
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 probationary period end date.
Escalation Options:
The workflow step should now look like so:
Step 4
Name: [employee_name] has passed probation.
Description: Add as required.
Type: send email to specified recipient.
Recipient(s): HR Mailbox.
Message Subject: [employee_name] has passed probation.
Message Content:
Hi Team,
This email is a notification that [employee_name] has passed their probation.
Thanks,
HR.
Sensitive Message: Unticked.
Send message as plain text: Unticked.
Custom button link: Blank.
Custom button text: Blank.
Workflow step order: 4.
When should this happen? 0 days after last workflow action.
Escalation Options: Not available in send email steps.
The workflow step should now look like so:
Probation Failed Workflow:
The Workflow
Workflow Name: Probation Failed.
Category: Task.
Type: Task.
Employee can trigger? No.
Trigger against leavers/archived employees? No.
Trigger against employees in probation? Yes.
All comments visible: No.
Restrictions: Add as required.
Length of service (years): Blank.
Only manager roles? No.
Active: Yes.
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 objective setting form.
Description: Add as required.
Type: Send New Form.
Form: Objectives form.
Recipient(s): Employee.
Message Subject: Please complete your objective setting form.
Message Content:
Hi [employee_name],
Please access and fill in your objectives form and mark is as complete.
Thanks,
HR.
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? 1 week after start date.
Escalation Options: None.
The workflow step should now look like so:
Once the workflow is set active an Admin or HR level user will be able to trigger the workflow against an employee and the steps will progress as laid out above. This is a simple recipe for a probation workflow which can be used in full or just used as the foundation of your own workflow so 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.
HRWize
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