Automated Workflows

What are Automated Workflows

This streamlining solution utilises Ready Pay's aw module within kiosk.
They enable the user and the company to automate a wide range of business processes.

This can include leave requests and authorisation, employment anniversaries, training requests and certifications.

Date-based alerts such as passport or driving licence expiry, performance reviews, hazard reporting, etc.

Automated Workflow Types

There are different types of workflows: user-initiated requests, scheduled tasks, and database triggered.

Examples:

  • A user may create workflow requests such as a leave request or a request to attend a training course.
  • A scheduled workflow task can ensure that a process can run automatically on a daily basis.
  • A database triggered workflow ensures that when triggers occur within the database, such as a specified date being reached, a workflow is then initiated, such as a reminder to update a driving license which is nearing expiry.

Life-cycle of an Automated Workflow

The life-cycle of an Automated Workflow depends on its type:

  • User request: this is created when a user submits a request. It stays active until either the owner (i.e. the user who created it) cancels the request, or the relevant approver approves/denies the request.
  • Scheduled workflow task: once these have been created in the system all scheduled workflows will run daily at the time specified in Admin | System Options | AW Options | Scheduler run time (hh:mm) which by default is midnight.
    Alternatively these workflows could be prompted by the use of the default scheduler (this is detailed in Create Automated Workflows). These workflows can be ongoing.
  • Database triggered workflows: their creation is based on content within the associated database.
    Triggers are set up to 'view' the content of specified fields (or occurrences within a field) and when a certain event occurs, that then triggers a workflow process.
    These workflows can be ongoing.

Automated Workflow Process

  • In order for Automated Workflows to work, they must be enabled appropriately in kiosk: see Activating Automated Workflows below.
  • Once enabled, relevant staff (typically those with Administrator access) can then set Automated Workflow definitions: Creating Automated Workflow Definitions.
  • Once they are defined, the workflows will either work automatically within the system - via Automated Workflows created by the Administrator/s - or users will be able to access the definitions to create user-initiated workflow requests, e.g. a leave request or a training request. See Create Automated Workflows.

Activating/Enabling Automated Workflows in HR3 kiosk

Groups Security

For Administrator access:

  1. In Admin > Groups select the Administrator group.
  2. On the My Team tab, all options should be ticked for Team Workflows.

  3. On the Employee Details tab, all options should be ticked for My Workflows.

  4. On the Employee HR Details tab, for all the various Workflow options (e.g. Training Request Workflow), ensure all options are ticked.
  5. On the Leave Details tab, tick the appropriate options for Leave Request Workflow.
    For example, you might specify that the Administrator has access to My Own, but is not the Function Manager. Typically the Assigned, Display, Add, Edit, Delete would also be selected.

  6. In the Admin tab, all options ticked for Workflow Dashboard, Workflow Definitions and Workflow Tools should be ticked.

For all other groups, these same tabs should be reviewed to select the appropriate security/access.
For example, on the Employee HR Details tab a particular management group may have My Team selected (plus all the remaining operational options).
Whereas another management group may have Function Manager selected, and an employee group would have My Own selected.

Workflow Tools

In Admin > Workflow Tools there are a number of administrative and system components that must be in place for an organisation's workflows to be activated correctly.
These include Agent, CLR, Workflows, and Mailer.

These will be set up by your Ready Pay consultant, according to your company requirements.

System Options

The Admin > System Options > AW Options tab corresponds with the setup in Workflow Tools.

It specifies the frequency and limits of workflow processes, schedules, and emails.

It is unlikely that the figures specified by default here will need to change; we recommend you discuss this with Ready Pay Support, or your Ready Pay consultant, if you feel changes need to be made.

 

View Kiosk Access and Security

 

Note that there is an earlier iteration of Workflows, which remains available to companies/users without Ready Pay's
aw module. These are referred to as Legacy Workflows.