The Workflows module is where we string together useful workforce tasks such as onboarding, opening/closing duties, providing e-signatures for updated policies, updating employee records, submitting health forms, and so much more. Let's jump right into it.
With Workflows, you need no more than just a few steps to get your workforce on the same page.
Add a Workflow
Name Your Workflow
Now that you’ve decided to add a new workflow, you need to give it a name and description. We suggest making it as straightforward as possible so your workforce can find it quickly and easily at a moment’s notice.
Adding Steps to the Workflow
You’re moments away from an epically awesome workflow. Hit the "add step" button and tailor your workflow by using a combination of the options under the Input Fields.
Let's talk about workflow content.
"Add workflow content"
In this section, as an admin, you can add text, images, or files that help share with your awesome team. It's a great way to provide extra info and explanations about what's coming up! 🌟
"Input Field"
Input fields are where you establish what information you need from your workers.
Profile Field: Indicate the specific information you want to gather in the workflow from your profile field list. All the details filled in by your workers will be effortlessly connected to their profiles.
Want to learn more about creating profile fields? Take a look at this article.
Text: Utilize the Text option when there is no predetermined set of answers to your question. For instance, if you’re inviting your workers to a company potluck and want them to bring a homemade dish, add the text field “What would you like to bring?”
Number: For questions requiring numerical responses without predefined answers. For instance, if you need specific numerical values, such as years of experience, this field ensures accurate responses.
Date: Use Date fields to capture a specific date. Your workers will see a calendar in which they can select the relevant date for the question.
Dropdown: Limit respondent options with a menu. For instance, in a potluck sign-up, use it for specific food allergies. Easily add options with the "Add an Option" button. For multiple answers, check "Allow multiple" before finalizing the dropdown field.
Checkbox: Create a task list for opening and closing by utilizing the checklist option.
Signature: Use the signature field to get official confirmation on the info an employee is passing to you
Attachment: If you need a separate document for the workflow to be complete (say a special form or certification for onboarding), include this field so workers can submit them directly through Ubeya.
Publishing
After finishing your workflow steps, click the "save" button in the upper right-hand corner if you want to publish it later, or select the "publish" button to send it immediately to your workers.
Selecting audience
Afterward, identify the recipients who should view this workflow by ticking the checkbox beside their names. If the workflow pertains to all employees, use the checkbox at the top to choose (or unselect) all workers. Additionally, tailor your audience selection by clicking the filter icon situated at the top right-hand corner of the screen.
Notifications
Before the final publication of your workflow, you will be asked to choose the notification method for informing the respective employees. You can opt for push notifications, email, or a combination of both. Remember to enhance engagement with your team by including a personal message!
You can also choose whether to publish the workflow immediately or later.
View Results
To check the outcomes of your workflow, simply hit the "Results" tab located in the upper left section of your Workflows module screen. There, you'll get a comprehensive overview of those who have finished the workflow and those yet to complete it.
