How to Use Workflows

How to activate, set up, and run a workflow to execute automated task tracking.

Gina Schrandt avatar
Written by Gina Schrandt
Updated over a week ago

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 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 the 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 a trigger for your workflow

Triggers allow you to automatically kick off a workflow when a specific event occurs, so you can spend less time manually starting workflows and more time focusing on your work.

With triggers, you can start a workflow as soon as a specific condition is met. For example, you can trigger a workflow to start when a new employee is activated, or a team member changes their profile information. Once the trigger is activated, a series of steps will be executed automatically.

Any triggers you create are available for all of the workflows in your library.

Note: Currently, the only trigger available is when a value changes from the Employee profile in Fingercheck. More options will be available in future releases.

  1. Click the TRIGGERS tab on the Workflows page, and click New Trigger.

  2. Enter a Name for the trigger.

  3. From the Trigger Type drop-down list, select Value Change.

  4. From the Field Category drop-down list, select Employee so that you can select fields from the Employee profile pages.
    In future releases, more categories will be available.

  5. From the Field drop-down list, select a field (such as Status).

  6. From the Change drop-down list, select one of the following options that will trigger the action:

    1. Changed from to: The value is changed from the value you select in the From field to the value in the To field. See the example below.

    2. Changed from: The value is changed from the value you select in the From field.

    3. Changed to: The value is changed from the value you select in the To field.

    4. Any change: Any change is made to the field.

  7. Turn on the Active toggle in the upper-right corner.

  8. Click Save Trigger.

  9. To add the trigger to a workflow:

    1. On the Workflow page, select the By the system, and enter the trigger in the field below it.
      (Optional) To add another trigger, click Add New Trigger, and select a trigger from the list (or select Create New Trigger at the bottom of the drop-down list).

    2. To edit the trigger, click the Edit icon (pencil), and make the changes in the panel that opens.
      Any changes you make will affect other workflows that use this trigger.

    3. Click Save Workflow.

To edit a trigger, open the TRIGGERS tab, click the hamburger (triple bar) icon, and select Edit. (Gray triggers are in draft mode, and black triggers are active.)

How to create an action for your workflow

In addition to tasks, you can create actions that are completed automatically or when a condition is met. For example, when the first two tasks in a workflow are completed, you might want to send an email to a manager to notify them of the progress.

Note: Currently, the only action available is to send an email. More options will be available in future releases.

  1. Open a workflow to edit or create it.

  2. On the STEPS tab, click Add.
    Three options appear: Task, Action, and Group.

  3. Click Action.

  4. In the panel that appears, enter a Name for the action.

  5. (Optional) Create a condition by selecting Action starts if in the drop-down list, and select the necessary options.

    In the screenshot below, a condition is not used because Action starts automatically is selected.

  6. From the Action Type, select Send an Email (currently the only option).

  7. Complete the email fields.

  8. 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.

Thank you for using Fingercheck. If you have any questions on the topic of this article, you can reach out to our team at 1-800-610-9501 or use the chat option below.

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