Configure Guided Processes

A guided process is a set of related forms that are grouped together and presented to the employee in a single window. For example, all of the forms that a new employee is required to fill out on the first day might be combined into a single guided process. Employees can complete these forms in any order, and each form is submitted and validated separately.

Creating a guided process involves selecting the forms to be included in the guided process, and the order in which they are to be shown.

You can designate forms as part of onboarding, by selecting the Onboarding Guided Process checkbox as described in the steps below. In this case, you select a default workflow that will be used for any form that wasn’t configured with a specific workflow during the Onboarding Guided Process configuration.

For example, an Emergency Contacts form is associated with the “Single Approval” workflow so that when it’s submitted, and by default only the employee's manager needs to approve the change. This same Emergency Contacts form could also be included in a “New Hire” Onboarding Guided Process, which could be associated by default with a “Dual Approval” workflow so that in the case where the Onboarding Guided Process is submitted for new hires, the employee’s manager and the regional manager would both need to approve the information included on the form.

Note: It’s recommended that you don’t place federal and state/provincial tax forms in a guided process. Instead, configure the Income Tax Withholding Forms section that appears in the Forms section of the onboarding employees’ Getting Started screen. This section gives onboarding employees the option of selecting and completing the tax forms for where they work or reside. If the correct form isn’t available, or if they opt not to fill out the forms, they can skip income tax withholding forms altogether, and because these forms are outside of the guided process, this won’t prevent them from completing their onboarding policy. See Configure Income Tax Withholding Forms.

Role feature access: Workflow Administration > Guided Process

To configure a guided process:

1. Go to Workflow Administration > Guided Process and click Add.
2. In the Properties tab, enter a name, reference code, and description for the guided process. You can edit the reference code until you publish the guided process.
3. Select an option in the Mode drop-down list:
   • Read Only
   • Edit
   • New
4. Enter the date when the guided process becomes active in the Effective Start field. If the guided process expires, specify the expiry date in the Effective End field.
5. Note: All guided process activities must be completed during an employee’s onboarding period. For this reason, if the guided process effective end date falls outside the effective date range of an employee’s onboarding period, then the guided process is hidden from employees, managers, and administrators. For example, the forms for the guided process don’t appear in the employee’s Getting Started screen.
5. To publish the guided process, select the Publish checkbox. Publishing a guided process does one of two things, depending on if the guided process is designated for onboarding from the Onboarding Guided Process checkbox:
   • If the guided process is used for onboarding, a record is added in Workflow Administration > Role Privileges, with Getting Started in the Parent Feature column. All available roles are automatically assigned to the record by default. To change role assignments, use the Role column in the Role Privileges screen.
   • If the guided process isn't designated for onboarding, the role privileges record isn’t created automatically. However, you can still add role privileges from Workflow Administration > Role Privileges by manually adding a new entry. The guided process is available from the drop-down list in the Form column.
   • Note: When a guided process is published, it can’t be unpublished. Instead, you must delete its record manually from Workflow Administration > Role Privileges.
6. If the guided process will be used for onboarding an employee, select the Onboarding Guided Process checkbox. Additional settings appear:
7. • Select the default workflow from the Default Workflow drop-down list. This workflow will be associated with the record in Workflow Administration > Role Privileges when the guided process is published. The default workflow is also used for any form in the workflow that doesn’t have a workflow assigned.
   • Select First Day in the Due Date Type drop-down list, and specify the Due Date Offset in days. The offset determines the number of days before or after the employee’s first day of work that the task is due. Type a negative number to configure the due date before the employee’s first day, or a positive number to configure the due date after the employee’s first day.
7. In the Instructions tab, you can provide instructions for the beginning and ending of a guided process. Click the Start Message or End Message sub- tabs and enter the instructions into the rich text editors.
8. Click Save to ensure that you keep your changes.
9. Click the Forms tab.
10. Click Add to include a new form in the guided process.
11. Select the form in the Form drop-down list.
12. Note: It’s not recommended that you add the same form to multiple guided processes, particularly if the form is for onboarding and requires an e-signature. Should two guided processes containing the same form be added to the same onboarding policy, the onboarding employees will receive an error notification when completing e-signatures for the second guided process informing them that one of the forms has already been submitted, and they must wait until it’s approved.
12. To assign eligibility to the form, select any combination of qualifiers in the Job, Union, Tax Country, and Tax State/Province drop-down lists.
13. Each form in the guided process can be assigned to a different workflow. If you don’t assign a workflow to the form, it will be assigned the default workflow.
14. If the form is optional for the onboarding employee, so they have the choice to skip it and not complete it, select the Is Form Optional checkbox. Optional forms will show “True” in the Is Form Optional column of the Forms tab.
15. Repeat steps 10 through 14 until all of the required forms are included. You can adjust the order the forms will appear to the employee by selecting them and clicking the Move Up or Move Down buttons.
16. 
16. Click Save.