This workflow recipe will provide the steps to create and configure a workflow for a simple work anniversary reminder. Within this workflow we'll send out 4 notifications letting the HR team and an employee's manager know that their work anniversary is coming up and then one notification to congratulate the employee on reaching their milestone.
If you're interested in creating your own work anniversary 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. You could also reverse engineer this workflow to create reminders for other things like their birthdays for example.
To begin following this guide you'll first need to navigate into Administration -> HR -> Workflows and click Add.
The Workflow
Workflow Name: Anniversary Notification.
Category: Continuous.
Type: Date.
Only trigger once per day? 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: Anniversary Notification.
Description: Add as required.
Type: Send email to specified recipient.
Recipient(s): HR Mailbox.
Message Subject: Anniversary coming up for [employee_name].
Message Content:
Hi Team,
[employee_name]'s work Anniversary is on [employee_anniversary_date].
[employee_first_name] will be celebrating [employee_next_service_years] years!
Thanks,
HR.
Sensitive Message: Unticked.
Send message as plain text: Unticked.
Custom button link: Blank.
Custom button text: Blank.
Workflow step order: 0.
When should this happen? 1 week before Anniversary date.
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 email to specified recipient.
Recipient(s): Employee's Manager.
Message Subject: Anniversary coming up for [employee_name]
Message Content:
Hi [current_manager_first_name],
[employee_name]'s work Anniversary is on [employee_anniversary_date].
[employee_first_name] will be celebrating [employee_next_service_years] years!
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 before Anniversary Date.
The workflow step should now look like so:
Step 3
Name: Anniversary Notification.
Description: Add as required.
Type: Send email to specified recipient.
Recipient(s): employee's manager.
Message Subject: [employee_name]'s anniversary is tomorrow!
Message Content:
Hi [current_manager_first_name],
[employee_name]'s work Anniversary is tomorrow
[employee_first_name] will be celebrating [employee_next_service_years] years!
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? 1 day before anniversary date.
The workflow step should now look like so:
Step 4
Name: Happy Anniversary!.
Description: Add as required.
Type: send email to specified recipient.
Recipient(s): Employee.
Message Subject: Happy Anniversary!.
Message Content:
Hi [employee_first_name]!
You are celebrating [employee_service_years] years today, congratulations!
Best Regards,
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 anniversary date.
The workflow step should now look like so:
Once the workflow is set active it will wait until the first step's trigger is met before publishing to the applicable employee and moving through it's steps as laid out above. This is a simple recipe for a anniversary notification 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. You can also adjust the Trigger option from Anniversary date to things like Birthday in order to repurpose the workflow.
HRWize
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