Letter Workflows

Letter Management Guide

Version
R2024.1.0
Letter Workflows

In Workflow Administration > Workflow Designer, you must create at least one new workflow that is specifically used for letters. This is because letters have different processing requirements than standard Dayforce forms. You can create as many letter workflows as needed.

After you create a workflow, you need to create a record for it in Workflow Administration > Role Privileges where you can configure which roles have access to it. See Enable Candidate Offer Letter Workflows for Roles.

Functionality Covered by Letter Workflows

Letter workflows define only the process that occurs from when a user submits the letter in Letter Management > Distribution or Recruiting up to the point that the system sends the letter to the candidate or employee. This typically includes one or more approval steps from managers or other authorized users to review the letter and approve it.

Observing Class Notification Node

Letter workflows don't use the Process node that is used for processing forms in other workflows. Instead, they use a node called Observing Class Notification to perform the processing function for the letter.

The properties of this node contain the Observer class Type drop-down list, from which you must select Letter or Offer Approval.

The Observing Class Notification node should have at least one input connection leading from the Start node (for workflows with no approval steps) or Decision node (for workflows with one or more approval steps). Moreover, it must have only one output connection leading to the Notification or End node.

Basic Workflow

The following is an example of a simple letter workflow with no approval steps. When a user submits the letter to this workflow, the Observing Class Notification node processes the letter without approval needed, and the letter is sent to the employee or candidate.

Simple workflow with an observing class notification node but no approvals.

Workflow with Approvals

In workflows with approvals, both the Accept and Reject response must always pass through an Observing Class Notification node before reaching the End node.

The following is an example of a letter workflow with one approval step:

Approval requires two observing class notifications in the workflow.

Depending on the complexity of the workflow, you can add more than one Observing Class Notification node. The following is an example of a workflow with two approval steps. All Reject responses pass through one Observing Class Notification node. Moreover, the final Accept response in the workflow pass through a separate Observing Class Notification node:

Complex workflow with several observing class notification nodes.

Using Notifications

You can configure letter workflows to send out notifications to users (for example, the submitter) when the letter is approved or rejected in workflow.

The workflow depicted below has one approval step. However, two Observing Class Notification nodes are used so that the system sends separate notifications when the letter is accepted or rejected in the workflow.

Separate Observing Class Notification nodes are necessary in this case because, if the Accept and Reject response passed through a single Observing Class Notification node, the system wouldn't know which notification to send.

Workflow showing that each accept or reject notification requires an observing class node.

Note: Currently, message tokens related to Recruiting (for example, candidate, recruiter, and hiring manager name) aren't supported in notifications for letter workflows. Moreover, the options under the Send To Recruiting Recipients parameter in the notification properties don't send notifications to the assigned recruiter or hiring manager.

As a best practice, Observing Class Notification nodes should output to Notification nodes, rather than the other way around. This way, the system only sends a notification after the Observing Class Notification processes.

Routing Conditions

You can include conditions in letter workflows, allowing you to route letters conditionally. You can do so using the following workflow tokens in the expression builder in Workflow Administration > Workflow Designer under LetterManagement:

  • OfferBase: Allows you to route a letter based on the pay being offered to the candidate.
  • TemplateName: Allows you to route a letter to a specific team or department based on the name of the template (from the Name field in Letter Management > Template Designer).

In the following example, the Condition node is configured with the following expression:

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

As such, if the salary being offered in the letter exceeds the maximum pay grade in the job requisition, then the workflow routes the letter to a senior manager for approval before sending the offer letter to the recipient. If the salary doesn't exceed the maximum, the workflow sends the offer letter to the recipient without needing any additional approvals.

Workflow with a routing condition and each notification with its own observing class node.

Unsupported Responses

  • Letter workflows must only end with the Accept or Reject response. Other system responses (for example, Cancelled) or custom responses aren't supported.
  • Letter workflows don't support adding a Resubmit response.

Workflow Automatically Sent

After the letter is approved and the workflow is processed, the system automatically sends the letter to the candidate or employee.