Kenjo allows you to digitize your HR workflows. No matter if you want to process an onboarding checklist, be informed about absences by email, or transfer tasks to colleagues, Kenjo helps you. There are three different options, email alerts, to dos and Slack notifications (The last one is going to be available if you integrate Slack with Kenjo).


With our email templates and workflows you can define an unlimited amount of processes and the associated tasks and notifications. 


Before your Kenjo supports you in your daily work routine with automated workflows, you have to set them up initially. Afterwards you can automate the processes and adjust to the needs of your company. 

 


E-mail templates 

 

If you want to trigger a workflow that automatically sends emails to you or your colleagues, you have to create a specific template in the Settings > Email template.

 

By clicking the + button in the email settings you can create a new template. First select a name for the template that will only be visible for employees with access to the settings. Then select the subject for the email. 

 

You will then have the option of creating an individual email notification. 

→ First select the basic settings for this template (such as category/language), on the right. 


The selection of the object is related to the selection of the object in the workflow. The objects ALWAYS need to be identical!

 

Example: You would like to receive email notifications (every time a new time off request is created) for every time a new time off request is created. 


→ Select the "Time off request" object in both the template and the workflow. 


Now you can add placeholders in addition to the email. Each object offers you different fields, which are automatically copied to your clipboard by clicking on the particular name. 

 

After you finish this, you have the opportunity to personalize each email and communicate all the necessary information to the recipient. 


 

Example: {!relatedUser.displayName} has requested {!_timeOffTypeName} from {!_from} to {!_to}.

 

In this example, the recipient of the email receives the name of the requester, the requested type of time off and the period of absence. 

 

To make your email even more individual, you can switch from the text editor to HTML view. By doing so, you will be able to set up links, logos and much more.  



Workflows

 

Now that you have defined all the necessary emails templates, you are ready to create the corresponding workflows.

Basically, a workflow will automatically take an action when something happens. For example, you can create a workflow to send an email alert when a specific field of an employee is updated or 3 days before the end of a contract date.


  • Select the Workflows tab in settings and create a new workflow by clicking the + symbol. 
  • Now start with giving your workflow a title and then select an object. Remember that you need to select the same object in the email template and in the workflow. 

 

The object is the basis for the possible triggers of your workflow. You can use pre-built triggers or define a custom use case.

 

  • When scheduling, you can determine exactly when the workflow will be triggered. 
  • As an option, you can now set a filter to define your workflow more precisely. 

 

You can find an overview of some example workflows in the article Example workflows

After you have now set all “If” entries in the basic setting, you can use the “add action” button to define the “then”. 

 

  • When defining your action, start with specifying the name of the action and the type of action you want. You will have the choice between an email alert and a To-do. If you choose email alerts, you can now use the templates you have created.

 


If you want to create a To-do as an action, it will appear in the menu as the employee´s To Do´s after triggering the workflow. 

 

  • In the next step, you can define the domain for outgoing emails. 
  • Afterward, you can define the recipient. E.g. you can select the manager, entire teams / departments or individual employees.

 

You can add an unlimited amount of actions to any workflow. For example, you can create a combination of email alerts and to-dos and Slack notifications (The last one is going to be available if you integrate Slack with Kenjo) in an onboarding workflow.