After you create a workflow, you associate a form with the process, so that submitting the form automatically triggers the associated workflow. As part of associating a form with a workflow, you choose where you want the form shown, and control which roles can access it.
You can also associate a guided process–a collection of forms presented to the user in a single window–with a workflow. The workflow associated with the guided process will be applied to each form in the process.
Note: If you want a form to be processed differently depending on the role of the person submitting it, you can associate the same form with different workflows and assign different access privileges.
In addition to associating a form with a workflow, you can associate a form with an individual Decision object within a workflow. If no form is associated with the Decision object, the form associated with the workflow will be forwarded along with the decision request.
You can control how entries are sorted by choosing a Group By option. You can sort the entries by workflow, form, parent feature, or category.
To associate a form with a workflow:
- Go to Workflow Administration > Role Privileges and click Add.
- Click Parent Feature and choose where you want the form (or guided process) to be shown. Select from the available options:
Parent features for workflow forms Parent Feature Description Approvals Forms Action The form is associated with the existing controls in the Approvals feature. Benefits Forms List Enables forms in the Forms tab of Benefits. Candidate Hire Associates external candidate hire forms with the Hire button in Recruiting > Job Requisitions. See Use Workflows for Hiring in Recruiting in the Recruiting Guide. Change of Address Action Assign the Address form and employees can update their addresses in the Contact Information section of the Personal > About Me sub-tab in Profile. Change of Contact Info Action Assign the Contact Details form and employees can update their phone numbers, email addresses, and online profiles in the Contact Information section of the Personal > About Me sub-tab in Profile. Change of Emergency Contact Action Assign the Emergency Contacts form and employees can update their emergency contact details in the Contact Information section of the Personal > About Me sub-tab in Profile. Compensation Organization Approval Associated with the Use Organization Level Submission checkbox in the Schedule and Approval tab of Compensation Setup > Compensation Cycles. See Configure Worksheet Approval Workflows in the Compensation Guide. Compensation Worksheet Approval Adds the workflow to the Workflow drop-down list in the Schedule and Approval tab of Compensation Setup > Compensation Cycles. See Configure Worksheet Approval Workflows in the Compensation Guide. Dependent and Beneficiary Forms Action Associates forms with the Action button in the Personal > Dependents and Beneficiaries screen in People.
Note: The Dependents and Beneficiaries screen is also available under Benefits in People.
Employment Forms Action Not supported. Employment Status Forms Action Not supported. My Onboarding Checklist Publishing an Onboarding guided process automatically creates a record for the process in Workflow Administration > Role Privileges, with My Onboarding Checklist as the parent feature. All available roles are automatically assigned to the record.
Guided Process Preview Previewing a guided process in Workflow Administration > Guided Process automatically creates a record in Workflow Administration > Role Privileges, with Guided Process Preview as the parent feature. Home Forms List Enables forms listed in the Forms tab of Profile. Also enables access to relevant forms in the mobile apps. HR Profile Forms List Enables forms in the People feature. Forms can be accessed in one of two areas in People depending on whether they impact a current employee. If a form doesn't impact current employees (for example, the New Hire form) it is available in the Action button menu in the People List screen of People. Conversely, forms that do impact current employees, like the Direct Deposit and Job Assignment and Compensation Change forms, are available in People by loading an employee's profile and opening the Forms screen. Internal Candidate Hire Associates internal candidate hire forms with the Hire button in Recruiting > Job Requisitions. See Use Workflows for Hiring in Recruiting in the Recruiting Guide. Job Requisitions Forms Enables job requisition forms when users click New in Recruiting > Job Requisitions. See Enable Access to Job Requisition Forms in Recruiting in the Recruiting Guide. Offer Letter Adds the workflow to the Select Workflow drop-down list in the Create/Edit Offer form of the Candidates tab of Recruiting > Job Requisitions. See Assign Workflows to the Offer Letter Form in the Recruiting Guide. Performance Review Approval Adds the workflow to the Select a Workflow drop-down list in the Approval Process sub-tab of the Review Cycles tab in Performance Setup > Review Setup. See Approval Process Configuration in the Performance Guide. Profile: Work Assignment Forms Action Associates forms with the Action button in the Work > Work Assignments screen in People. Schedules Forms Action Associates the form with existing controls in the Schedules feature. Work Forms Action The form is associated with the existing controls in Work > Time Away List. - In the Form drop-down list, select the form or guided process that you want to associate with the workflow.
- In the Workflow drop-down list, select the workflow that the form is associated with.
- In the Category the drop-down list, select a category for grouping related forms. The category groups forms within the forms tab or drop-down menu for organizational purposes. For information on creating form categories, see Manage Form Categories.
- Select the roles that access the form, from the Available list, and assign them to the Selected list. Use the arrow buttons or double-click the roles to add or remove roles between the lists.
- You can also control access to the form in System Admin > Roles in the Features tab. For each role, you can disable access to the form by clearing the checkbox beside the form name.
- Any changes you make to form access privileges in System Admin > Roles are reflected in Workflow Administration > Role Privileges, and vice versa. You might have to log out and back in to see the updated settings.
- Click Save.