Create Conditional Letter Workflows

Letter Management Guide

Version
R2024.1.0
Create Conditional Letter Workflows

Before You Begin: This section provides specific steps for creating a conditional letter workflow. For general information on workflows, see the Self-Service Guide.

The following instructions describe how to create a letter workflow with one condition, one level of approval, and accept and reject notifications. Specifically, this procedure describes how to set up a workflow for an offer letter that is conditional on not exceeding the maximum pay grade configured in the associated job requisition (using the OfferBase token). However, you can also configure letter workflows that are conditional based on the name of a letter template (using the TemplateName token).

To create a conditional offer letter workflow:

  1. Go to Workflow Administration > Workflow Designer.
  2. Click Add. Dayforce adds the new workflow in the Custom section of the sidebar.
  3. In the Properties tab, complete each field as follows:
    • Name: Enter a name for the workflow.
    • Description: Enter a description of the workflow.
    • Effective From and Effective To: Enter a start and end date for the workflow to define the period when it will be active and available for users in Dayforce.
    • Reference Code: Enter a unique reference code for the workflow.
  4. In the Diagram tab, add the following nodes to the workflow: one Start node, one Condition node, one Routing node, one Decision node, three Observing Class Notification nodes, three Notification nodes, and one End node, as shown in the following screenshot:
  5. Nodes added to the conditional offer workflow.
  6. Add the following connections for each node in the diagram. Click the connection (so that a solid red square appears at the start of the connection) and then select an option in the Response field of the Link Properties panel.
  7. Connection to add for each node
    Node Connections

    Start

    Connection from the Start node to the Condition node.

    Condition

    Connection with a False response from the Condition node to the first Observing Class Notification node.

    Connection with a True response from the Condition node to the Routing node.

    Routing

    Connection from the Routing node to the Decision node.

    Decision

    Connection with a Reject response from the Decision node to the second Observing Class Notification node.

    Connection with an Accept response from the Decision node to the third Observing Class Notification node.

    Observing Class Notification

    Connection from each Observing Class Notification node to a separate Notification node.

    Notification

    Connection from each Notification node to the End node.

  8. The connections should look as follows:
  9. Connections added between nodes in the conditional letter workflow.
  10. Select each node to open the Node Properties panel and configure the properties for each node.
  11. Properties to add for each node
    Node Configuration
    Condition

    Enter the expression you are using to condition the offer letter routing. In this example, you are making the offer letter routing conditional based on whether the salary in the offer exceeds the maximum for the pay grade specified in the associated job requisition. So, click Create Expression and then enter the following expression:

    <<LetterManagement.OfferBase>> GreaterThanEquals<<List_JobReq.Item.PayGradeMax>>

    Routing

    Using the available fields, define to whom the offer letter is routed for approval when the condition is true.

    Decision

    In the Message Subject and Message Body fields, click Create Expression and then enter the contents of the message sent to approvers.

    Observing Class Notification

    In the Observer class Type drop-down list, select Letter or Offer Approval.

    Notification

    In the Message Subject and Message Body fields, click Create Expression and then enter the content of the message sent to approvers.

    Using the available fields, define to whom each notification is sent.

  12. Click Save.