1. Building an onboarding automation involves three primary steps within the workflow editor: defining the trigger, setting the conditions, and selecting the actions.

2. Click the Workflows menu icon (the flowchart symbol) on the left-hand navigation bar.

3. Click the purple Create New button.

4. Select Onboarding from the dropdown menu and click Create New.

5. Step 1: WHEN (The Trigger) – Click the When field to decide what event starts the workflow. Options include:

   1. Employee has completed onboarding setup.

   2. Employee record created.

   3. Employee has accepted the contract.

   4. Employee has been issued a contract.

   5. Employee's start date is approaching.

6. Click Save.

7. Step 2: IF (The Condition) – Click the Conditions field and then click Add Condition to target specific employees (e.g., only those in your Toronto location).

   1. Select the Field (e.g., Location, Team, or a Custom Field).

   2. Select the Condition (e.g., Equals, Does not equal).

   3. Enter the Value (e.g., "Toronto HQ").

8. Click Save.

9. Step 3: THEN (The Action) – Click the Then field to define what the platform should do automatically. You can choose:

   1. Trigger onboarding checklist: Automatically assign a specific set of tasks.

   2. Create a Microsoft or Google Workspace account: Automate IT provisioning.

   3. Create task: Assign subtasks to specific owners with due dates.

   4. Send email notification: Send automated welcome messages to specific recipients.

   5. Create 1:1: Automatically schedule an initial meeting using a meeting template.

10. Click Save.

11. Click Save and Publish to make the workflow active.

1. Once workflows are created, you can oversee them from the Workflow Template Hub.

2. Publish a Workflow: Navigate to Workflows > Manage Workflows, select Onboarding, click the Three Dots next to an inactive flow, and select Publish.

3. Unpublish a Workflow: If you need to pause automation, select Unpublish from the same Three Dots menu.

4. Edit a Workflow: You cannot edit a published workflow. You must Unpublish it first, click Edit, make your changes, and then re-publish.

5. Delete a Workflow: To remove a workflow permanently, unpublish it first, then select Delete from the action menu.
    

1. Click the Workflows menu.
2. Click the Workflows menu.
3. Click the Manage Workflows tab
4. Click Onboarding button.
5. Click the Three Dots button. 
6. Click the Unpublish button.
    

1. Click the Workflows menu.
2. Click the Manage Workflows tab
3. Click Onboarding button.
4. Click the Three Dots button. 
5. Click the Edit button.
6. Edit the workflow as needed.
7. Click the Save button.
    

1. Click the WorkFlows menu.
2. Click the Workflows menu.
3. Click the Manage Workflows tab
4. Click Onboarding button.
5. Click the Three Dots button. 
6. Click the Delete button.
    

The Employee File Change Workflows feature lets you create a set of steps that the HR platform will take regarding expense claims. Each step follows the When-If-Then sequence, which is like this:

• When this happens -> If this condition is met -> Then do this.
  • "When" is the situation that will trigger the workflow.
  • "If" is the condition that decides what action should be taken.
  • "Then" is the action that the platform will take.

To visualise this better, please see the examples below relating to expense claims. "X" and "Y" in these scenarios refer to values you can pick and enter on the HR platform.

1. When an employee submits an expense claim request, If the expense claim amount is more than "X", Then the request will be sent to the executive leadership team for approval.
2. When an employee submits an expense claim request, If the expense claim category is "X", Then the request will be automatically declined.
3. When an employee submits an expense claim request, If the expense claim currency is "X", Then the request will be automatically approved.
4. When an employee submits an expense claim request, If purchase start date is after "X" AND end date is before "Y", Then the request will be automatically approved.

When you click the "IF" field when creating a workflow, the "Add conditions" panel will slide out. There, you will have to fill in the following: Field, Condition, and Value.

Below those is the Add condition button, which lets you set up an additional condition to come with the first one. When you click this button, you will be asked to choose between:

• And condition: This means the platform will take action only if BOTH the original and additional conditions are met.
• Or condition: This means the platform will take action if EITHER the original or additional condition is met.

To demonstrate this, here are some examples:

And condition:

For the image below, the platform will act only if the expense claim amount is over 5,000 and has a category of Miscellaneous. The platform will not take the specified action in the "THEN" field if both conditions are not met, even if one of the conditions is followed.

Or condition:

For the image below, the platform will take action if the expense claim amount is over 5,000 OR has a category of Meal Allowance. There just needs to be at least one condition met for the platform to act. So, the workflow will still function if two, three, or more conditions are met.

For our example, this means the workflow will act if the expense claim amount is over 5,000, even if it falls under a different expense category. The platform will also function if the request is under the Meal Allowance category, even if the amount is less than 5,000.