Workflows, by Fingercheck, automates repeatable HR business tasks such as onboarding checklists, employee surveys, and expense requests – managing it all in one place. With the ability to create, automate, and track tasks, Workflows assists in minimizing the room for error and increasing overall efficiency.


In this article, you will learn:


Setting Up Security for Workflows

Workflows allows you to customize which users have access to and can utilize the Workflows feature. User’s roles and access are adjusted in the Setup tab on the main page and then in the Security settings.

Let’s set up the security roles and settings for Workflows.

  1. Open the SETUP tab and click on the Security sub-tab.

  2. Click Security Roles.

  3. Next select Add to role types.

4. Enter relevant information for the role in the Details section, including the assigned Role Type.

5. Below the Details section, scroll down to HR.

6. Adjust the role rights according to the guideline below:

  • Administrator Role: Full Access (All 3 role rights)

  • Supervisor Role: Can view Workflows module & Can view Workflows Job & Instances

  • Employee Role: Can view Workflows module

For more information about Workflows security roles and settings, please refer to the Workflows Roles and Permissions page.


How to Create and Set Up Templates on Workflow

Workflows provides pre-made system templates for a variety of tasks, but it also allows for customized templates. Creating a template on Workflows is an easy and simple process.

As an example, let’s create a Workflows from a pre-made system template for “Employee Equipment Requests”.

  1. Select the Human Resources tab

  2. Click Workflows.

3. Takes you to the Workflows Dashboard. Next, select Templates.

4. Select Copy to My Templates.

5. Edit and customize the template on the Template Editor Page.

a. Name the Template.

b. Customize the Description.

c. View and add Tasks.

d. View and add Fields.

Steps Tab (View/Add Tasks)

  1. Access the list of Tasks.

  2. Edit the Task Name.

  3. Edit the Task Details:

    1. Add Formatting to the task to edit text format, change the font, insert images, tables, and even code.

    2. Add an Input Field to help capture valuable information from the user (Ex: DOB, Name, Contact Number, etc.)

    3. Add a Display Field to display already collected data to the user in a read-only format.

  4. Select Assignees for your task, to ensure each task is assigned to the correct employees.

    1. Click Add Assignee to add more assignees to the task.

  5. Save the Template.

Fields Tab

With the Fields tab, different input fields can be created for your task, so that employees can select their needs or requests through an intake format. (Examples include: Phone numbers, memo lists, radio button lists, drop-down lists, checklists, etc.)

  1. List of Fields.

  2. Edit or delete an existing input field.

  3. Add a new input field.

  4. Choose if the workflow Can be completed in any order.. If enabled, tasks will be sent to users at the same time instead of being sent sequentially

  5. Select to be Published.

  6. Select the Save Template button on the top right corner.

  7. Once this template has been saved, navigate back into the Templates Editor by selecting Back to Templates.

How to Start the Workflows for Your Employee(s)

The template you created will be in the list of My Templates.

  1. Click the Start Workflow button to assign this workflow to the relevant employees.

    1. For our “IT Equipment Request” workflow, we will be assigning the workflow to those who need to request and order equipment.

2. Assign employees to the workflow job by selecting individuals or Select All to assign the Workflow to all employees.

3. View how many employees you are assigning this workflow to at the bottom right of this window.

4. To finalize, click Next.

5. Click Start Workflow to set your workflow into action.

6. A window will appear and confirm your Workflow has started and is active.

7. On the Workflows dashboard, it shows how many workflows have Started, In Progress (once an employee begins), Overdue, and Completed.

8. Click on Instances to view employees’ progress.

9. You can review the employees (Instances) and their status.

And that’s it! You’ve created your first Workflow!


Workflow Automations allows you to streamline your day and take back time spent manually entering data and doing business the old-fashioned way. Workflow Automations also allows you to automate and structure manual tasks and hold all stakeholders accountable for those tasks – in one place.

Fingercheck helps you capture the most savings with the least amount of effort. Workflow Automations also reduces mistakes that could cost your business dearly. If you have any further questions on this subject, you can reach out to our team at 1-800-610-9501, or by using our in-app messaging feature by logging into our secure site and initiating a conversation.

To learn more about our cost-effective and user-friendly cloud-based time and attendance software, check out our website at Fingercheck.com.

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