How to set up Activity Workflows
Activity Workflows control how Activities "move" from person to person. ie Who can create the Activity? Once created, who sees it next and what can they do with the activity?
In this article, we'll demonstrate how to create several Activity Workflows that, together, can be applied to manage who sees an Annual Review Activity and how they interact with it.
Create Activity Workflows
PartnerHR comes with several default Activity Workflows and your PartnerHR administrator can create custom Activity Workflows. To create custom Activity Workflows, go to Settings > Workflows and click "Create New Workflow."
Workflows are associated with Templates; Templates control what is contained in an Activity. Workflows, therefore, control how an Activity moves from person to person.
On Create Assign to Employee
This example tells PartnerHR that when an Annual Review activity is created that the Activity is to be assigned to the employee for whom it was created. PartnerHR will also send the employee an email notification to alert them that an activity has been assigned to them. ie Jack needs to complete his annual review. When the activity is created, the system will assign this activity directly to Jack and email him a notification. An additional notification will be sent to the employee’s Supervisor.
This configuration for this Activity Workflow is as follows:
- Workflow name - On Creation assign to Employee
- Status Change From - Any
- Status Change to - New
- Assign Activity to - The employee for who the activity is created
- Send additional email notification to - Supervisor
- Associated Templates - Performance & Review/Annual Review
Continuing with our example, the next step is to set up an Activity Workflow to assign the Activity to Jack's Supervisor for review once Jack has completed his portion of his Annual Review and changed the Status to "Review."
Status Changes available to users can be controlled. For more information on this see "Status Changes."
For Review Assign to Manager
This Activity Workflow results in PartnerHR assigning the Activity to Jack's Supervisor, and in sending them an email, so they can review Jack's Annual Review.
This configuration for this Activity Workflow is as follows:
- Workflow name - For review assign to Manager
- Status Change From - New
- Status Change to - Review
- Assign Activity to - Supervisor
- Send additional email notification to - Do not send any additional notification
- Associated Templates - Performance & Review/Annual Review
When the Supervisor has reviewed the Activity and the Annual Review is complete, they would change the status to Done and the Activity should be Unassigned. You want completed Activities to be unassigned because at that point nobody needs to interact with them anymore; it will be on the Employee's record.
Upon Completion Unassign
This Activity Workflow unassigns the Activity once the Supervisor marks the Activity as Done.
This configuration for this Activity Workflow is as follows:
- Workflow name - Upon Completion Unassign
- Status Change From - Review
- Status Change to - Done
- Assign Activity to - Unassign
- Send additional email notification to - Do not send any additional notification
- Associated Templates - Performance & Review/Annual Review
Where completed Activities live
Activities, like those in the steps above, can be accessed at any time in an employee's Profile under Activities. Once completed, the activity becomes part of the Employee's Portfolio.
For more information about setting up Templates to control what goes into an Activity, click here.
For more information about controlling who can mark an Activity as Approved, Decline an Activity, etc., see the article on Status Associations.
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