This workflow recipe will provide the steps to create and configure a workflow which instructs employees to ensure their personal details are up to date when they reach their employment anniversary.
To begin following this guide you'll first need to navigate into Administration -> HR -> Workflows and click Add.
Workflow Name: anything you'd like, ensure that it's relevant to the content of the workflow.
Type: Trigger Date.
Only Trigger Once Per Day: No
Trigger against leavers/archived employees? No
Trigger against employees in probation? No
All comments visible: No
Restrictions: Add in any site, department, company etc. restrictions as you require them.
Length of service (years): Blank
Only manager roles? No
Active: Once ready to use - 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.
Name: Annual Employee Details Check or something along those lines.
Description: Add as required.
Type: Assign To.
Message Subject: Please ensure your personal details are up to date (or something along those lines).
Message Content: This can be worded however you please but here is an example of how to create a message for this workflow step along with some helpful workflow tags.
Congratulations on reaching your [employee_service_years] employment anniversary!
Please ensure that your personal details are still up to date within NaturalHR, this can be done via Self-Service -> My Details -> Personal Details.
Once you have checked and ensured that all details are correct and up to date please mark this workflow action as complete.
Sensitive Message: unticked
Send message as plain text: unticked
Custom button link: https://www.naturalhr.net/hr/self-service/details (doing so will cause the "Action" button in the workflow email to direct people to the personal details page rather than the workflow action itself.
Custom button text: Blank (or anything you'd like)
Workflow step order: 1
When should this happen? 0 days after anniversary date
Escalation Options: If you'd like to escalate this in case the employee doesn't complete the workflow action then tick this box and add in the actions as you see fit, you can simply remind the employee of their outstanding action or you an escalate this to their manager, approver or HR etc.
Once that's complete just click Submit to save the change.
The workflow step should now look like so:
As long as the workflow is active then employees should receive their workflow notice upon reaching their employment anniversary date and can check their personal details and then mark the workflow action as complete.