Workflows 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.

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


In this article, you will learn:


How to Set Up Security for Workflows

Workflows allows you to customize which users have access to and can use the Workflows feature. You can adjust user roles and their access.

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

  2. Click Security Roles.

  3. Click Add to add a role type.

  4. In the Details section, enter relevant information for the role including the assigned Role Type.

  5. In the Role Rights section, click HR.

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

    • Administrator: Full Access (All three role rights)

    • Supervisor: Can view Workflows module and Can view Workflows Job and Instances

    • Employee: Can view Workflows module

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


How to Create and Set Up Templates on Workflows

Workflows provides default system templates for a variety of tasks. Workflows also allows you to create customized workflows, through an easy and simple process.

The following procedure describes how to create a workflow from a system template for Employee Equipment Requests.

  1. Click the HUMAN RESOURCES tab.

  2. Click Workflows.

  3. From the Workflows dashboard, click WORKFLOWS.

  4. Click the TEMPLATE LIBRARY tab and click COPY TO MY TEMPLATES under the IT Equipment Request template.

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

    1. Enter a Name for the workflow.

    2. Customize the Description.

    3. Modify, add, and remove tasks, as described in the How to Add Steps (Tasks) to Your Workflow section below.

    4. (Optional) Turn on the Can be completed in any order toggle.

  6. Click Save Workflow.

  7. Navigate back into the Templates Editor by selecting Back to Templates.

How to Add Steps (Tasks) to Your Workflow

  1. Open your workflow, and access the list of tasks.

  2. If you want to group tasks together:

    1. Determine the groups you want to create, and plan which tasks to include in each group.

    2. Click Add Group.

    3. Create tasks within the group as described in the following steps.

  3. Click Add Task.

  4. Enter a Name for the task.

  5. To enter a heading or introductory text, click Add Formatting, and type and format your text.

  6. To include a variable (such as a name) within the text, place the cursor where you want to add the variable, and click Add Display Field and add the field.
    Display fields come from data in the Fingercheck system.

  7. To add an input field, click Add Input Field and click the plus sign (+) next to the field you want to add.
    For details about creating input fields, see the How to create input fields section below.

  8. Add assignees for the task:

    1. Click the ASSIGNEES tab.

    2. From the drop-down list, select the assignees.

    3. Click Add Assignees.

  9. Configure the settings for your task as described in the How to configure settings for your task section below.

  10. Click Save Workflow.

How to Create Input Fields

You can create input fields for your task so that employees can select options in an intake format. (Examples include phone numbers, radio button lists, checklists, and so on.)

  1. Open the Workflow Fields window by one of the following methods:

    • On the editor page for the workflow, click the FIELDS tab, and click Add Field.

    • Within a task, go to the TASK DETAILS tab, click Add Input Field, and click Add Field.

  2. Enter a Name and Description for the field.

  3. Select a Field Type.

    Some options require more input. For example, if you select Radio Button List, enter the options you want listed.

  4. Click Add Field.

How to Configure Settings for Your Tasks

  1. On the task editor, click the SETTINGS tab.

  2. If you want to set a start date for the task:

    1. Turn on the Start Date toggle.

    2. Complete the fields.

  3. If you want to set a due date:

    1. Turn on the Due Date toggle.

    2. Complete the fields.

  4. Set the permissions for the task. (We recommend that you leave the default settings.)

  5. Click Save Workflow.

How to Start Workflows for Your Employees

  1. Go to HUMAN RESOURCES > Workflows.

  2. Click Workflows in the top-right corner.

  3. Click MY WORKFLOWS.

  4. Under the workflow you want to start, click Start Workflow.

  5. Select individuals or click Select All to assign the workflow to the employees.

  6. Click Next.

  7. In the pop-up window that appears, click START WORKFLOW.

  8. Click the DASHBOARD button in the top-right corner to view the status of workflows: Initiated, In Progress (once an employee begins), Overdue, Completed, and Canceled.

  9. Click the name of an individual to see their progress.


As always, we aim to enhance your experience here at Fingercheck with not only new enhancements but with guides to provide you with the direction and support needed to navigate the system with ease.

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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