Workflow:
Workflow is a feature where a transaction on an employee’s data has a set of approvers. Well-
designed workflows can automate business process and ensure data quality. But workflows are not
supported for Biographical information, Citizenship Info, Emergency Contact.
Workflow Participation
Approvers: Who approve, send back, post comments on, and reject workflows. If admins have
enabled relevant features, they can also assign workflow request to themselves or delegate workflows.
Contributors: Who can provide comments, which may help the approvers make a decision.
Contributors are also notified of any progress or changes during the entire workflow.
CC Roles: Who are notified when the workflow is completed. A CC Role can be assigned to any
individual other than approvers and contributors. Ex., Someone who can follow-up with a data change.
Remind in Days: Specifies how many days elapse before approvers are reminded to act on a
workflow that has reached them. For example, you can enter “2” and, if approvers haven’t responded
to the workflow request after two days, they’re sent a reminder.
Is Delegate Supported: Specifies whether approvers can delegate the workflow to someone else.
Redirect CC users to Workflow Approval page: Specifies whether the CC roles are redirected to
the workflow details page.
Yes: Redirect to the workflow details page. Note that for workflows having only CC roles and No
approvers.
No: For Foundation Objects (FO) workflows, the CC roles are redirected to the foundation object
page.
Approver Type: Determines the approver, based on attributes of the subject employee or on data
before change. For example, when an employee’s position changes, the workflow may require
approval from the manager of the employee. By specifying Context, you can determine which manger
has to approve the request.
Source: The Manger before the change Target: The Manger after the change
Workflow Email Configuration: Specifies a predefined workflow e-mail configuration
Days until Auto Approval: Specifies the number of days that elapse before the system auto-approves
a non-responsive step. Enter an integer greater than 0 to enable the feature: leave it empty to disable
the feature. If you choose this feature, make sure you also create a background job that regularly polls
all stalled workflows and approves qualified non-responsive steps.
Participant Type
Role: The system determines the participants by the reporting line. They can be employees
themselves or their managers. Matrix Managers, HR Representatives. For example, a step approver
can be the manager of the workflow subject user or the manager of the workflow initiator.
Dynamic Group: The participants are a group of users that you define based on their job or personal
information. When a workflow is addressed to a dynamic group, all individuals within this group
receive approval requests, comment of workflow completion notifications.
Dynamic Role: The participants are dynamically determined according to the event reason for a data
change or certain foundation data of the subject user. Dynamic roles, which can be employees,
Positions, or Dynamic Groups, are created and assigned according to certain foundation objects, such
as job classification, department, pay grade, and event reason.
Position: The workflow request goes to all the individuals holding a selected position.
Position Relationship: The workflow request goes out to participants under a selected Position
hierarchy, may include The Position itself, or Next Position Level, Reporting of selected Position.
External E-mail: CC Roles only. The external e-mail address of the individual to be informed when
the workflow is completed.
No Approver Behaviour: Specifies whether the current step is skipped or the entire workflow is
stopped if the step has no resolved approver. Note that for the approver type of dynamic role.
Relationship to Approver: Specifies whether the approver is determined based on the workflow
subject user or the workflow initiator. This is relevant only for approver types Role and Position
Relationship.
Respect Permission: Specifies the permission of participants to view the workflow’s fields. Yes:
Workflow participants can view only the fields for which they have permission. No: Workflow
participants can view all fields regardless RBP.
Escalation in Workflows: With a defined escalation path and criteria, when a workflow is stalled
for the specified number of days, the workflow is automatically escalated to a specific user, or an
escalation receiver. The workflow now sits in the to-do list of the new approver can no longer be
approved by the original approver.
Send back
Approver sends back a request so that the requestor can edit and re-submit the same request.