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WorkFlow Samples#

Sample 1 - A New Hire Workflow Procedure #

Goal #

To have the system take the user through a series of steps when an employee is hired into the database. The system is also responsible for issuing an email to the new employee's manager informing them of the new hire.

Notes#

In order for the process to work correctly and have the workflow actions closed, completion clauses may be written so that you must enter a value in some field in IEID to close the WF loop, and/or elect the new hire into a BE plan in IBEL for that one.

Logistics#

Go into IEHR and complete the screen with all of the pertinent information. In order for the manager to receive the email, there must be an association made between the manager and the new employee. This association will be made in the "Supervisor" field on IEQH. Upon saving the record the following workflow actions will occur:

• The user will first be taken to the IEID screen. Just launching the screen will mark the action log as completed.
• The next screen the user will be taken to will be IBEL.
• The last workflow action to take place is the running of the RBBS report.

Steps#

1. Go into IEQH and complete the screen for a new EE
2. Ensure that the employee is associated to a manager that has an email address indicated on their IEAS record. This is required to issue the email to the manager gets sent.

Sample 2 - Print Screens of Workflow Action Setup#

wf_9-1.jpg
This figure reflects the WF action setup required to have the user go to the IEID screen. Please note that a log will only be generated when a workflow actions is fired.

wf_9-2.jpg

This figure reflects the setup of the WF action required for the user to go to the IBEL screen.

wf_9-3.jpg

This figure reflects the set up required to send an email to the manager.

wf_9-4.jpg

This figure reflects the set up required to have the system generate the RBBS report.

Sample 3 - Set Up Of Workflow UserCalc#

wf_9-5.jpg

The figure above indicates the variable that was set up for this UserCalc. Please note that the variable here has been referenced in the UserCalc, so it is mandatory that you create it.

wf_9-6.jpg

wf_9-7.jpg

The following information was extracted from the notes section of the NEW EE EMAIL workflow action.

Please welcome a new employee to your team.

This e-mail notification has been sent to you from the Human Resources system, to inform you that <<eid.first_name>> <<eid.last_name>> has joined our organization. <<Gender>> is scheduled to begin work on <<eem.hire_date>> as a <<easd.assignment_title>>.

<<eid.first_name>> has received the following materials: a) Employee Handbook b) Benefits Options Handbook c) Benefit and Wage Statement

Note - all employee records are now accessible via Self Service.

To view/edit the information above, please go to http://localhost:7780/selfService/action.enter

Please contact us at ext. 3339 if there are any questions.

Thank you, Human Resources Department

wf_9-8.jpg

Below is the line with what will be displayed in the popup message box.

Please go to the Employee Information screen to attach <<eid.first_name>> <<eid.last_name>> picture.

wf_9-9.jpg

Below is the line with what will be displayed in the popup message box.

Please go to the Benefit Elections screen to complete the necessary information for <<eid.first_name>> <<eid.last_name>>.

wf_9-10.jpg

Conclusion#

What you should observe is our system's workflow leading you through a series of screens that have been defined in the New Hire UserCalc above. In addition to having the system navigate you through the required screens, an email will be sent to the manager of the employee being hired into the system. Therefore, the manager must have his email indicated in his IEAS screen and the new hire must be associated to this manager through the "Supervisor" in IEQH.