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 

When building any of the different types of workflow within Natural HR, there are a number of different step types which can be used.  Each has a different function to allow you to build your workflow process.

These workflow steps are divided into 5 sections:

Workflow Actions
Employee Tasks
Checks
Workflow
Recruitment

There are also additional workflow steps available for use in Approval workflows.

The steps in each section are described below:

Workflow Actions

1. Assign to - Assign a task to an individual which appears as a workflow notice until it is marked as completed by the recipient.
   
   
2. Create template - Generate a template letter for the assigned employee in the workflow.  Further information on using templates in workflows can be found here.
   
   
3. Schedule meeting - Schedule a meeting between the assigned employee for the workflow, and the assignee on the workflow step.
   
   
4. Send account email - Commonly used in Onboarding workflows, this step sends emails to the workflow's assigned employee with their account username and password for login.
   
   
5. Send document for signing - Sends a link to a Company Document to the employee to be digitally signed. Further information on Electronic Signatures on Company Documents can be found here.
   
   
6. Send email to (external) email address - Send an email to an external email address. You can use multiple email addresses here by separating the addresses with a comma.
   
   
7. Send email to specified recipient - Send an email to a specific individual or individuals.  Here, you can choose either a role (for example, Employee's Manager) in which case the recipient will be chosen based on their relationship with the assigned employee, or you can choose an individual or individuals by name.
   
   
8. Send existing form - Send a form which was previously included in the workflow using a Send New Form step.  You will need to choose the "Send New Form" step the form is included in.
   
   
9. Send existing form (externally) - Send a form which was previously included in the workflow (using a Send New Form step) to an external email address such as joe@bloggs.com.  This should be used if the recipient is not an user within your Natural HR environment.  Further information on this step type can be found here.
   
   Caution! When using this step you should ensure you do not send forms which contain any sensitive data.  As the recipient will not have a Natural HR account, they will not be required to log in to view the form content. Additionally, take care when entering the email address(es) to ensure they only go to the person / people you want.
   
   
10. Send form which triggered workflow - When used alongside the option to trigger a workflow on form submission, this will send the form which triggered the workflow.  Further information on this functionality is available here.
    
    
11. Send link to document - Send a link to view a company document.
    
    
12. Send link to page - Send a link to a specified page within the Pages feature in Natural HR.  Further information on the Pages functionality is available here.
    
    
13. Send link to Report - Send a link to a report which has already been built and shared in Report Builder.  Note that the recipient will need to have the requisite permissions in order to view the report from the link.  Further information on this step type can be found here.  Further information on Report Builder Permissions can be found here.
    
    
14. Send new form - Send a new copy of a form created in the Form Builder.  
    
    
15. Send slack message to channel - Sends a slack message to a specified Slack channel.  This requires that Slack integration has been set up in your account.  Further information on Slack integration with workflows can be found here.
    
    
16. Send slack message to specified recipient - Sends a slack message to a specified recipient or recipients via Slack.  This requires that Slack integration has been set up in your account.  Further information on Slack integration with workflows can be found here.
    
    
17. Yes / No - Send a task to the assigned individual, to appear in their workflow notices, which requires a yes/no answer.  The flow of the workflow is then determined by the answer. 
    
    If the recipient answers Yes to this question, the workflow will simply move to the next step.  If the recipient chooses No there are 5 potential actions which you can choose from:
    
    
    1. 1. End workflow - This ends the workflow and declines all following steps.
          
          
       2. Trigger workflow - This will trigger an additional workflow, which should be a Task workflow. Until the triggered workflow is fully completed, the Yes/No step in this workflow will show the Pending state.
          
          
       3. End workflow and trigger new workflow - This will end the current workflow, declining all following steps, and trigger an additional workflow at the same time.
       4. Move to next step - This records the answer as No but allows the workflow to continue to the next step regardless.
          
          
       5. Move to specified step - This allows the workflow to loop back to an earlier step. For example, if you required the user to do something in an assign step and it was not done correctly, when the user responds with No you could use this step to move the workflow process back to the assign step.  Once completed, the workflow would continue until it reaches the Yes/No step again, creating a loop.  
          
          Further information on this step type can be found here.
          
          
18. Yes / No - including existing form - Similar to the Yes/No step above, but with the additional option to send an existing form on which to base the yes/no decision.  Further information on this step type can be found here.
    
    

Employee Tasks

1. Employee enter address - Commonly used in Onboarding workflows, this creates a task for the employee that asks them to enter their address details.
   
   
2. Employee enter bank details - Commonly used in Onboarding workflows, this creates a task for the employee that asks them to enter their bank details.
3. Employee enter emergency contact - Commonly used in Onboarding workflows, this creates a task for the employee that asks them to enter their emergency contact details.
   
   
4. Employee upload document - Commonly used in Onboarding workflows, this creates a task for the employee that asks them to upload a document against their employee file.

Checks

1. Assets check - Commonly used in Offboarding workflows, this step produces a list of assets assigned to the workflow assignee (employee).
   
   
2. Bank details check - Commonly used in Onboarding workflows, this step checks that the employee's bank details have been entered.
   
   
3. Document signature check - Commonly used in Onboarding workflows, this step checks that a specific document has been signed.
   
   
4. Emergency contact details check - Commonly used in Onboarding workflows, this step check the system to see whether the employee's emergency contact details have been entered.
   
   
5. Form check - Commonly used in Onboarding workflows, this step checks to see if a specified form has been completed.
   
   
6. Mandatory document check - Commonly used in Onboarding workflows, this step checks for whether a mandatory document is present.
   
   
7. Personal details check - Commonly used in Onboarding workflows, this step checks whether an employee's personal details have been fully entered.
    
8. Training check - This step checks whether an employee has completed a specified training course.

Workflows

1. Trigger Workflow - Trigger an additional workflow.  The selected workflow should be a Task workflow.
   
   

Recruitment

1. Send link to candidate's CV -  When used in a Recruitment workflow, this sends an email link to the candidate's CV. 
   
   
2. Send link to candidate's file - When used in a Recruitment workflow, this sends a link to the candidate's file.
   
   
3. Update recruitment stage -  When used in a Recruitment workflow, this updates the candidate's recruitment stage.  

Further information on Recruitment workflows can be found here.

Approval Workflow Steps

In addition to the steps above approval workflows have several additional steps that can be undertaken as part of the approval process. 

1. Require Approval - Send a request to the associated user to approve a request from the assigned employee. If the option 'any user can approve' is enabled the request will approve when any of these recipients will complete the approval action. Otherwise it will await approval from all recipients before completion.  You can also optionally choose 'Notify Only' to automatically approve the workflow step.  Further information on Require Approval workflow steps can be found here. 
   
   
2. Send JSON - Send a piece of JSON code to the assigned user. This could be used to send data on an expense claim to a finance system via email for example.
   
   
3. Send XML - Send a piece of XML code to the assigned user. This could be used to send data on an expense claim to a finance system via email for example.

Using multiple recipients

For most workflow step types, you can choose to send or assign the step to multiple recipients.  When you choose to use multiple recipients it is important to understand that whilst this shows as single step in the workflow builder, when the workflow progress is viewed each assignee will create a step, and each one will need to be approved or actioned individually.

For example, if you assign a single task to the employee and their manager, this will create a step for each of them, and both will need to be completed in order to progress the workflow.

The only exception to this is within Approval workflows, where you can choose 'Any user can approve'.  This will still create multiple steps in the workflow view (one for each recipient) but will only require one of the steps to be completed/recipients to approve in order to progress the workflow.