The following article refers to functionality available in Workflow builder, which can be accessed in one of the following locations, depending on your configuration:
Administration > HR > Workflows
Administration > HR > Workflows > Workflows
On Natural HR you have the ability to setup custom offboarding workflows and trigger them when you make an employee a Leaver.
Building an Offboarding Workflow
Firstly you will need to create the offboarding workflow. The criteria for doing so is that it must be the workflow category of Task and the workflow type Offboarding.
In general, offboarding workflows are built in the same way as other workflows.
Like all workflows, offboarding workflows can be restricted to employees in a given site, department, etc.
For example in the above case this offboarding workflow will only apply to employees in the Finance department. This allows you to create multiple offboarding workflows for employees in different departments, sites, etc.
Using an Offboarding Workflow
Once you have created an offboarding workflow, you can trigger it by making the employee a leaver. To do so, navigate to the Employee's card (People > Employees) and click on the Leaver button under the Core Details heading:
(Depending on the version of the software you use, and how it is set up, not all of these icons might appear)
Once you have clicked on the Leaver icon you will be presented with a screen to enter the details of the leaving employee:
If there is only one offboarding workflow in your environment, or only one offboarding workflow where the workflow restrictions (department, site etc.) matches the employee, then the workflow will be automatically triggered when you click the Submit button.
If there is more than one offboarding workflow, or more than one offboarding workflow where the workflow restrictions (department, sites etc.) matches the employee, then you will see a drop-down at the bottom of the screen in order for you to choose which workflow you would like to trigger against the employee:
You also have the option to assign the workflow to exit reasons on your system so that it automatically triggers for the leaver based on the exit reason selected for them. For further information on setting up exit reasons in your system, please see the exit reasons knowledgebase article here.
After submitting the leaver you will see that the off-boarding workflow has automatically started for them.
A previous version of this article suggested that offboarding workflows could be published to employees using the Publish ("paper aeroplane") icon in the Workflow Builder. This is no longer possible, and offboarding workflows should instead be triggered using the Leaver process as described above.
A training video on the process of building workflows (in this case, an onboarding workflow, can be found here).
Please sign in to leave a comment.