The "Workflows" add-on enables structured management and approval of requests within your organization. Employees can submit requests that are routed through several approval steps and processed accordingly.

Functions and Options

1. Add-On Options:

• Open the add-on settings via the gear icon:

1. Show requests in main menu : Activate the option to make requests available for all roles. This makes the "Requests" tab in the main menu visible to all employees.
2. If you want your employees to submit requests for employees who are not assigned to them, activate this function. By default (No), only managers can submit requests for their direct and indirect employees.

Create and manage workflow templates:

• You can create and customize workflow templates using the add-on or the entry in the main menu:

Then click on “Create workflow template” to start creating your workflow:

Example: Workflow

Approval steps:

1. Employees: The applicant fills out the workflow and sends it to the manager.
2. Manager: Reviews, approves or rejects the request. If approved, the request is forwarded to HR.
3. HR: Checks the application and forwards it to management if approved.
4. Management: Finaly accepts or rejects the application.

Workflow elements:

• Each step contains specific fields that can only be edited or viewed by the responsible people.
• Example: The applicant fills in fields such as "Name of training", "Start date", "End date" , while only FK, HR and management can add comments in the respective assigned fields.
• The eye symbol can be used to set which steps the respective fields can see for each field. For example, the GF's comment can be deactivated for the first step so that the person responsible for the first step cannot see the GF's explanation:

Options for Workflow Templates

After creating the template, the following options are available:

1. Test workflow: Submit a test workflow to check the functionality of the template.
2. Link data fields: Map workflow fields to training fields to automatically create training courses from approved workflows.
3. Define roles: Determine which roles are allowed to use the template.
4. Edit template: Update existing templates.
5. Delete template: Remove templates that are no longer needed.

Linking data fields:

Creating a Workflow

1. Employees can see available templates in the Requests menu.
2. After selecting a template, a pop-up opens in which you enter a subject. The people responsible for each approval step are displayed.
3. The applicant fills out the fields and forwards the workflow to the manager by clicking "Save and forward" .
4. Approvals managers process the request via the Tasks dashboard item or an email notification.
5. The workflow appears within the applicant’s profile under “ My Requests ”, as well as within the workflow overview in the main menu entry. 
    

Options for HR

1. Return: Returns the workflow to the applicant regardless of the current step.
2. Complete: Approve or reject the request at each step.
3. Save and Move: Edits the request and moves it to a desired step.
4. Cache: Saves progress for later editing.

Creating a Training from a Workflow

1. Approved workflows appear in the workflow overview.
2. A further training can be created using the "+" symbol .
3. Linked fields (e.g. name, start date) are filled in automatically.
4. Standards can be added to further simplify the process.