Workflows in Humanforce HR allow you to automate business processes and tailor them to your organisation, ensuring no step in a process is missed.
Workflows can be manually triggered at any time. 16 trigger events in Humanforce HR will prompt you to schedule a workflow when they occur. The default trigger events and their associated workflows are listed below. Each trigger event can have multiple workflows attached.
Part 1: Review workflow event triggers and standard workflows
The following events in Humanforce HR will automatically trigger a workflow. The associated default workflow is shown for each event.
Workflow event triggers
The following events can trigger workflows:
New job created with work type Permanent - Onboarding (Permanent)
New job created with work type Temporary/Casual - Onboarding (Temporary/Casual)
New job created with work type Fixed Contract - Onboarding (Fixed Contract)
New job created with work type Independent Contract - Onboarding (Independent Contract)
New job created with work type Unpaid - Onboarding (Unpaid)
Job work type changes from Fixed Contract to Permanent - Change from Contract to Permanent
A job update is applied where one or several of the following job attributes are changed: Position Title, Business Unit, Supervisor - Change of Role
Training is added to an employee record – Training Added
Job action 'Go on Extended leave' is selected - Extended Leave Started
Job action 'Finalise leave return date' is selected either on the employee's profile or through the extended leave compliance area - Extended Leave Ended
Job end date finalised for an employee with a work type of Permanent, Temporary/Casual, or Fixed Contract - Offboarding (Paid)
Job end date finalised for an employee with a work type of Unpaid - Offboarding (Unpaid)
A Performance Improvement Plan is created at, or escalated to, the Expectation Letter status and 'Send Action Plan to Employee' is selected - Performance Improvement (Expectation Letter)
A Performance Management is created at, or escalated to, the First Warning status and 'Send Action Plan to Employee' is selected - Performance Improvement (First Warning)
A Performance Management is created at, or escalated to, the Second Warning status and 'Send Action Plan to Employee' is selected - Performance Improvement (Second Warning)
A Performance Management is created at, or escalated to, the Final Warning status and 'Send Action Plan to Employee' is selected - Performance Improvement (Final Warning)
Each trigger can have one or more workflows attached. When the event occurs, all linked workflows are scheduled automatically.
Once configured, workflows will start automatically when the relevant event occurs, ensuring consistent process execution without manual intervention.
Part 2: Manually trigger a workflow without an event
Workflows can be created with a trigger event No Event Configured. These are not linked to an automatic trigger and must be started manually.
Steps
- Go to Engagement > Workflows.
- Find the workflow you want to run.
- Click Trigger next to the workflow.
- Enter the date for the workflow to commence.
- Select the relevant Job and Person.
- Click Trigger.
The workflow will begin based on the selected date, and all steps within the workflow will be scheduled relative to that date.
Users with limited access may not be able to trigger workflows. Contact your administrator if you cannot see the Trigger option.
Additional information
- You can customise workflows linked to event triggers to match your organisation’s processes.
- Multiple workflows can be attached to a single event trigger.
- Manual triggers are useful for one-off scenarios or when onboarding historical data.
- Manual triggers can be linked in form designs. Copy the link attached to the Trigger button in Part 2 Step 4 and paste this into your form design.