Manage Job Workflow
  • 28 Feb 2024
  • 17 Minutes to read
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Manage Job Workflow

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Article Summary

Abstract

Although system administrators are typically responsible for creating and maintaining workflows, Infinite Talent creates initial workflows for the client during implementation.

Introduction

You use the Manage Job Workflow screen to create, modify, and delete workflows.

  • Allows all Talent Suite supported tasks.

  • Uses conditions and decision-making levels.

  • Allows choice of attached forms for tasks.

  • Allows configuration of:

    • Document upload.

    • Task type (required/optional/ad hoc and type of ad hoc).

    • Log-out on completion.

    • Employee Indicator

    • Instructional text

    • Attached activity emails

    • Due date

Use the Add Activity at Level pane to add activities to the workflow and use the Workflow Criteria pane to specify settings for each activity.

Note: The Enable Talent Suite Configurations check box on the Onboard Settings pane of the System Configuration: Manage System Settings screen must be selected in order to configure (for an activity function) the employee status indicator ( via the Employee Indicator check box) and to add/edit instructional text (via Activity Instructional Text check box).

The following are the basic Onboard-specific activities used in work flows:

  • Onboard Start

  • Onboard End

  • I-9 Section 1

  • I-9 Section 2

  • I-9 Section 3

  • E-Verify

  • Onboarding US W4

  • State Form Activity

How to Access the Screen

  1. In the Global Toolbar, display the Settings menu and select Settings.

  2. Select the Job Settings tab to display job workflow configuration options.

  3. Display the Show drop-down list and select Job Workflow. The Manage Job Workflow screen displays.

Tasks You Can Do on This Screen

  • Add Workflow icon

    - Add a new job workflow to the system.

  • Save Workflow icon

    - Modify and save job workflow information.

  • Copy Workflow icon

    - Copy job workflow details to create a new job workflow.

  • Delete Workflow icon

    - Delete the currently selected job workflow. Note: If a workflow cannot be deleted, the Delete Workflow icon does not appear on screen.

Field Descriptions on This Screen

Screen Item

Description

Language

Specifies the language in which the workflow appears. Note: When adding a new workflow, you cannot specify an additional language until you save the workflow in the base (default) language.

Type

Specifies whether the workflow in internal, external or both.

Active check box

Specifies whether the workflow is active or inactive.

Type (list pane)

Lists the type of each workflow in the list pane.

Status (list pane)

Lists the status of each workflow in the list pane.

Workflow Name (list pane)

Lists the name of each workflow in the list pane.

Name

Specifies the name of the workflow.

Display Name

Specifies the name for the workflow that displays in the application.

Description

Provides a brief description of the workflow.

Talent Suite Workflow

Specifies whether the workflow is a Talent Suite workflow (Yes/No). If you select No, a Convert to TS Workflow icon

Convert to TS Workflow icon

displays, allowing the workflow conversion.

Organization Level

Specifies the organization levels that can have access to the workflow.

Workflow Criteria

Provides access to configuration options for each activity in the workflow. Select the:

  • Configure Activity (wrench) icon

    Configure Activity icon

    to display a call-out window with configuration options. Note: The Prevent User Type(s) from View/Edit/Completion of this Task check box has all user types for the client available for selection. System administrators can prevent/restrict user types from completing tasks they can see but are not responsible for. This can be configured per task, per workflow.

  • Configure Conditions for Activity (eye) icon

    Configure Conditions for Activity icon

    to display a call-out window with condition configuration options.

  • Arrow icons to move an activity a level in the workflow activity sequence.

  • Delete Activity icon

    Delete Activity icon

    to remove an activity from the workflow.

Add Activity at Level

Lists all activities available for addition to the workflow. Select an activity to add it to the Workflow Criteria pane. Note: The Activity list is sorted alphabetically by Activity name. This allows the user to trace and add activity steps to Job Workflow. If an activity is deleted from a Job Workflow, the Activity list refreshes and displays the deleted activity alphabetically instead of at the end of the Activity list. If an activity is created and activated for a Job Workflow, the created activity appears alphabetically in the Activity list pane.

Note: A new activity is recreated afresh. The previous version is removed from the workflow and the newly created one is tagged. Fields are arranged per the correct sequence.

Adding a Workflow

Abstract

When you add a workflow, you specify the organization levels that have access to the workflow (if applicable) and select activities for each level (step).

Other criteria you can specify include:

  • Participant responsible for the activity.

  • Whether the activity is mandatory or optional.

  • Whether the system should send reminder tasks or emails to the appropriate participants.

  • Whether any attachments should be included with the activity.

As you add activities to the workflow, they are added in a linear sequence by default. If needed, you can specify that multiple activities can be completed concurrently.

Note: A new activity is recreated afresh. The previous version is removed from the workflow and the newly created one is tagged. Fields are arranged per the correct sequence.

For each activity you add, you can specify the following settings.

Table 34. Adding New Workflow Functions

Screen Item

Description

User Responsible

Indicates whether a system user or an applicant is responsible for completing the activity. The following options are associated with this setting:

  • Role: Identifies the responsible user by system role (for example, recruiter, hiring manager, I-9 Administrator, and so on). Note: Assignment of a responsible user is optional, not required. For example, the responsible user is typically unassigned for an onboarding activity if the activity is completed by the new hire.

  • Name: Identifies the responsible user by name. Note: The user can be identified by role or name, but not both.

  • Primary Hiring Manager: Identifies the primary hiring manager as the responsible user.

  • New Hire. Identifies the new hire as the responsible user.

  • Logout on Activity Completion check box

  • Allow Third Party I-9 Section 2 Approver check box. Note: When configuring third-party approver functionality, it must be deselected to avoid the new hire entering third-party details again.

  • Employee Indicator check box. Indicates the point of time a new hire transitions and is considered an employee for a specific client. This is configured/customized for each client on request. Note: This indicator can only be set for a single activity in a workflow and should be enabled only on a step that is not skipped by conditions. When an activity with this setting is completed, the employee indicator is set for the associated new hire. A reset or undo of the activity does not reset the setting of the indicator. Note: Note: The Enable New Hire Synchronization with Admin check box on the Onboard Settings pane of the System Configuration: Manage System Settings screen must be selected for this to properly work.

  • Enhanced E-Signature check box

  • Activity Instructional Text check box. Enables the inclusion of user-defined instruction text on standard forms. Note: Note: The Enable Talent Suite Configurations check box on the Onboard Settings pane of the System Configuration: Manage System Settings screen must be selected for this to properly work.

Activity Due Date Settings

Allows reminders/escalations be sent based on currently existing due-date configurations.

  • Activity Due Within [n] Calendar Days After the Completion of the [x] activity.

Note: When the Activity Due Date Settings check box is selected, the following check boxes display:

  • Reminder E-Mail check box, along with The Reminder Should Be Sent [n] Days Before the Due Date.

  • Escalation E-Mail check box, along with The Escalation Should Be Sent [n] Days After the Due Date.

Workflow Step Is

Indicates whether the activity is required, ad hoc or optional.

  • Required: The activity must be completed before the next activity can occur. Note: The first workflow activities with a status of Hired or Started (determined by the Applicant Job Status) must be designated as required activities, as do the first and last activities in a workflow.

  • Ad Hoc: The activity can be completed any time between the current step and the last step of the workflow. Ad hoc activities can be completed more than once. For example, an Additional Interview activity can be an ad hoc workflow step that is completed more than once.

  • Optional: The activity can be completed -- but is not required -- before the next activity begins. If you move to the next activity, you cannot go back and complete the optional step.

Success Button Label

Specifies the name of the button the user selects in the application to indicate the activity is completed. Enter the label text that should appear on the button. If you specify a label here, it overrides the label specified in the workflow activity.

Enable Position Tracking

Indicates the activity displays a position drop-down list during the workflow execution to track applicants to unique positions assigned to the requisition. Note: This option is available only if Position Management or Opening Level Tracking is enabled.

Loopback Activity

Specifies the workflow restarts at a previous point in the process upon completion of the current activity (for example, during the salary negotiation process). The Loopback Activity specifies the point (activity) at which the workflow restarts. Note: This option cannot be used for ad hoc activities.

Prevent Task Reopen check box

Prevent/allows the reopen of a completed task. By default, it is not selected.

Activity Attachments

Lists any attachments associated with the activity. The attachments are made available to the responsible user during completion of the activity.

Allow New Hire Uploads check box

Allows new hire to upload documents.

Move to the Next Step After Approval

Indicates the workflow process should automatically resume after the approval process for the activity is completed. Note: This option does not appear unless an approval process is selected.

E-mail Template

Specifies the correspondence template, if any, used with the activity. To specify a template, display the E-mail Template drop-down list and select a template associated with the activity. Note: The E-mail Template drop-down list does not appear until you select the Add Correspondence icon

Add Corresponence icon

in the call-out window. If no correspondence templates are configured for the activity in the selected organization level, this drop-down list does not appear when you select the icon. For information about configuring correspondence for an activity, refer to Manage Correspondence Templates.

E-mail Attachments

Specifies any attachments included with the correspondence and accessed outside of the Talent Suite application. For example, a hiring manager can view an offer letter as an email attachment, or an applicant can receive an offer letter via an email attachment. Note: This option does not appear until you select the Add Correspondence icon

Add Corresponence icon

in the call-out window. If no correspondence templates are configured for the activity in the selected organization level, this option does not appear when you select the icon. For information about configuring correspondence for an activity, see Manage Correspondence Templates. For information about associating a form with an activity enter (for example, associating an offer letter with an activity for extending a written offer), see Manage and Edit Forms.

  1. Display the Manage Job Workflow screen.

  2. Select the Add Workflow icon Add Workflow icon. The screen refreshes and displays empty fields for adding a new workflow.

  3. Select the Active check box, if not already selected.

  4. Enter a name, a display name and a brief description in the Name, Display Name, and Description text boxes.

  5. Select Yes for the Talent Suite Workflow drop-down.

  6. Select the Organization Level link to display a call-out window with available organization levels.

  7. In the call-out window, select the check box for each organization level that has access to the new workflow. Note: If you want to automatically include all sub levels of any selected levels, select the Propagate Changes to Sub Levels check box.

  8. Select the OK OK icon icon to close the call-out window. The selected organization levels display as a single link next to the Organization Level field. You can select the link to reopen the call-out window if you need to modify your selections.

  9. In the Add Activity at Level pane, select the first activity you want to add to the workflow. Note: If the activities span multiple pages in the pane, you can use the arrows after the pane to display additional activities. When the first activity is added, the Workflow Criteria pane appears.

  10. Select the Configure Activity (wrench) icon Configure Activity icon for the activity to open the activity configuration window.

  11. Specify options for the activity and then select the Save icon Save icon in the activity configuration window to save the information.

  12. Close the activity configuration window.

  13. Repeat steps 9-12 to add all necessary activities to the workflow. Note: The Level option in the Add Activity At Level pane automatically increments by one each time you add an activity. If you want to add multiple activities at the same level, you can manually select a level before you add an activity. If you want multiple activities completed simultaneously, add them all to the same level, make all of them required and then select the Make All the Activities in This Level Concurrent check box.

  14. Select the Save Workflow icon Save icon to save all changes. Important: If you fail to select the Save Workflow icon, none of the workflow activity information is retained if you navigate to another screen.

Copying a Workflow

Abstract

If you need to create a new workflow and an existing workflow meets some or all your requirements, you can save time by copying the existing workflow and modifying it as needed.

When you copy a workflow, all its configurations are copied. You only need to assign a name to save it as a new workflow.

  1. Display the Manage Job Workflow screen.

  2. In the list pane, select the name of the workflow you want to copy. Tip: Use the Show statement to filter the list of workflows displayed in the list pane. You can filter the list by status (active, inactive or any), enter (internal, external, both or any), description or organization level.

  3. Select the Copy Workflow icon Copy Workflow icon. The screen refreshes and a copy of the selected workflow is displayed with the Name and Display Name text box values removed.

  4. Enter new values in the Name and Display Name text boxes.

  5. Modify activity settings or add/delete activities, if necessary.

  6. Select the Save Workflow icon Save icon to save all changes.

Modifying a Workflow

Abstract

You can modify a workflow by adding/deleting activities and by changing configuration settings for individual activities.

If the modified workflow is being used in a job with any status other than job draft, the system saves a new version of the workflow for jobs going forward. If the workflow is currently attached only to jobs with the job draft status, the workflow updates with your changes.

  1. Display the Manage Job Workflow screen.

  2. In the list pane, select the name of the workflow you want to modify. Tip: Use the Show statement to filter the list of workflows displayed in the list pane. You can filter the list by status (active, inactive or any), enter (internal, external, both or any), description or organization level.

  3. Select the Configure Activity (wrench) icon Configure Activity icon for the activity to open the activity configuration window.

  4. Make your changes and then select the Save icon Save icon in the activity configuration window.

  5. To move an activity to a different level or move an activity to a different sequence within the same level, select the appropriate arrow icon by the activity. Note: there is a page refresh only after you complete all the reordering.

  6. To delete an activity, select the Delete icon Delete icon next to the activity and then select the Yes button when the confirmation message appears. Tip: If there are multiple activities in a single level, you can delete all them simultaneously by selecting the Delete icon that appears in the panel containing the activities.

  7. Select the Save Workflow icon Save icon to save all changes.

Deleting a Workflow

Abstract

You can delete a workflow, but only under certain circumstances.

You can delete a workflow only if it is:

  • Not the system default workflow.

  • Not specified as required on a job template.

  • Not used in a currently active job requisition or a requisition draft.

If a workflow cannot be deleted, the Delete Workflow icon Delete Workflow icon does not appear on screen.

Leading Practice: If a workflow cannot be deleted, you can deactivate it to prevent it from being used inadvertently. To deactivate a workflow, select its name in the list pane to display its details and then clear the Active check box.

  1. Display the Manage Job Workflow screen.

  2. In the list pane, select the name of the workflow you want to delete.

  3. Select the Delete Workflow icon Delete Workflow icon.

  4. When the confirmation message appears, select the Yes button.

Creating a Conditional Workflow

Abstract

A conditional workflow is a workflow in which a condition is specified for one or more activities.

The system determines if an activity needs execution based on whether the associated condition is satisfied. Use conditions in a workflow to do the following:

  • Determine whether an activity should be visible in the workflow. For example, if the workflow contains an activity to perform a background check but state regulations prohibit screening anyone under the age of 18, you can apply a condition that allows the background check activity to display only if the applicant’s date of birth indicates an age of 18 or older. If the condition is not met -- that is, the date of birth indicates an age younger than 18 -- the workflow activity is skipped.

  • Trigger an approval process for an activity. For example, if an approval process is required when hiring new headcount but not when back-filling a vacant position, you can specify a condition that triggers an approval process only if the requisition is opened to fill a new position.

  • Specify attachments that display when a condition is met. For example, if a job requires an applicant to relocate, you can specify a condition to include a relocation document attachment with the activity.

  • Specify correspondence to send when a condition is met. For example, you can specify a condition to send an email with hourly pay information or send an email with bi-weekly pay information, depending on whether an applicant being hired is an hourly employee or a salaried employee.

The system encounters a condition for a workflow activity, determines whether the condition has been met, and responds accordingly. To create a conditional workflow, you must first create conditions using the Manage Conditions screen and then use the Manage Job Workflows screen to assign conditions to specific workflow activities.

Depending on the type of condition you are applying, you may need to define a decision level, which specifies the workflow activity to which the system should proceed; based on the true/false status of the condition.

Note: You cannot create a conditional workflow unless the Enable Conditional Workflow check box is selected in the Miscellaneous Settings screen.

  1. Display the Manage Job Workflow screen.

  2. At the appropriate level, add the activity that includes the condition.

  3. Select the Configure Activity (wrench) icon Configure Activity icon and specify the activity settings. Upon closing the Configure Activity window, the Configure Conditions for Activity (eye) icon Configure Conditions for Activity icon appears next to the Configure Activity icon.

  4. Select the Configure Conditions for Activity (eye) icon Configure Conditions for Activity icon to open the Configure Condition call-out window.

  5. Use the Configure Condition call-out window to specify a precondition for displaying an activity, to specify a condition that triggers an approval process, or to specify attachments or email included with an activity if a condition is met.

    • If the activity should be visible only if a condition is met, display the Precondition for Visibility drop-down list and select the condition you want to apply.

    • If an approval process is triggered by meeting a condition, display the drop-down list adjacent to the Approval Process Condition drop-down list and select the condition that must be met to trigger the approval process. Note: The Approval Process Condition drop-down lists do not appear unless there is an approval process associated with the workflow activity. You can specify an available approval process in the Configure Activity window. For information about creating approval processes, see Manage Approval Processes.

    • If an attachment should be included if the condition is met, select the Add Conditions to Forms icon Add Conditions to Forms icon to display the Condition drop-down list in the Activity Attachments section of the call-out window, select the condition that needs evaluation, and then select the attachments in the adjacent Activity Attachments drop-down list. Note: Selecting the Add Conditions to Forms icon does not display the Condition and Activity Attachments drop-down lists unless there is at least one form associated with the activity. For information about adding forms and associating them with activities, see Manage and Edit Forms.

  6. Use the Condition and Activity Attachments drop-down lists in the Activity Attachments section to specify an attachment included if a specific condition is met.

    • If correspondence should be included if the condition is met, select the Add Conditions to Correspondence Templates icon Add Conditions to Correspondence Templates icon to display the Condition drop-down list in the Correspondence section of the call-out window, select the condition that needs evaluation, and then select the email templates in the adjacent E-mail Template drop-down list. Note: Selecting the Add Conditions to Correspondence Templates icon does not display the Condition or E-mail Template drop-down lists unless there is at least one correspondence template associated with the activity. For information about creating correspondence templates and associating them with activities, refer to Manage Correspondence Templates.

  7. Use the Condition and E-mail Template drop-down lists in the Correspondence section to specify an email that is sent if a specific condition is met.

    • Select the Save Activity Conditions icon Save Activity Conditions icon in the call-out window.

    • If necessary, insert decision levels.

  8. To insert and configure a decision level:

    • Display the Add Activity at Level drop-down list and select the level at which the decision point is inserted.

    • Select the Decision Making radio button. The screen refreshes and displays the Decision Making option.

    • Select the Decision Making option to insert a decision level in the workflow.

    • Select the Configure Decision Level (wrench) icon Configure Activity icon to display the Decision Making Level call-out window.

  9. Use the Decision Making Level call-out window to specify which activity to proceed to depending on whether a condition is true (Yes) or false (No).

    • Display the Decision Condition drop-down list and select the condition that needs evaluation.

    • Display the Output Level for Yes drop-down list and select the level (activity) to which the workflow should proceed if the condition is true.

    • Display the Output Level for No drop-down list and select the level (activity) to which the workflow should proceed if the condition is false.

    • Select the Save icon Save icon in the Decision Making Level call-out window, and close the window.

  10. Select the Save Workflow icon Save icon to save all changes.