Here you can find several examples of Workflows and Email templates, commonly used for HR processes. Remember to visit our article Create Workflows and Email templates to learn how to set them up.

Note: For these examples, we recommend that you first create the email templates and, afterward, you build the workflows in which they will be used.

TABLE OF CONTENTS

• Notification before an upcoming birthday
• Reminder upload of medical certificate for sickness over three days
• Information in the employee profile has been changed
• Reminder of remaining vacation from the previous year
• Expiry of the validity of a document
• Task for the renewal of the certificate of enrollment 
• Reminder of an open Task
• Two-Step Approval Process

Notification before an upcoming birthday

Email template overview

First, set up the details of your email template:

Email template name: Upcoming birthday reminder

Subject: Reminder: {!userPersonal.nextBirthday} is the birthday of {!userPersonal.displayName}

Body:

Afterward, fill in the email template settings on the right panel as follows:

• Category: choose HR
• Company: choose your preferred company
• Language: choose your preferred language
• Object: Employee
• Field: (empty)

Finally, click CREATE to save your email template and finish the first step.

Workflow definition overview

First, fill in the fields as follows:

Your workflow will look like this:

Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:

The action you just added will look like this:

Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.

Reminder upload of medical certificate for sickness over three days

Email template overview

First, set up the details of your email template:

Email template name: Reminder to upload a medical certificate for sickness over 3 days

Subject: Reminder: Please upload your medical certificate to Kenjo

Body:

Afterward, fill in the email template settings on the right panel as follows:

• Category: choose HR
• Company: choose your preferred company
• Language: choose your preferred language
• Object: Time off request
• Field: (empty)

Finally, click CREATE to save your email template and finish the first step.

Workflow definition overview

First, fill in the fields as follows:

Your workflow will look like this (make sure to add all the filters from the table above):

Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:

The action you just added will look like this:

Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.

Information in the employee profile has been changed

Email template overview

First, set up the details of your email template:

Email template name: Information in the employee profile has been changed

Subject: In the profile of {!userPersonal.displayName}, information has been changed

Body: 

Afterward, fill in the email template settings on the right panel as follows:

• Category: choose HR
• Company: choose your preferred company
• Language: choose your preferred language
• Object: Employee
• Field: (empty)

Finally, click CREATE to save your email template and finish the first step.

Workflow definition overview

First, fill in the fields as follows:

Note: The filter is optional. If no filter is selected, you will be informed about every change in an employee's profile.

The workflow from the example will notify you whenever the IBAN code of one of your employees has been changed. You can create other workflows following this example and setting different filters to ensure you get notified whenever any important information on your employees' profiles gets modified. You can also edit the email template to further specify which information has changed.

Your workflow will look like this:

Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:

Note: In our example, we have chosen the Recipient "Select employee" as we only want to notify the HR manager about this change.

The action you just added will look like this:

Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.

Reminder of remaining vacation from the previous year

Email template overview

First, set up the details of your email template:

Email template name: Reminder: Expiration of carryover days from the previous year

Subject: Expiration of carryover days from last year

Body:

Afterward, fill in the email template settings on the right panel as follows:

• Category: choose HR
• Company: choose your preferred company
• Language: choose your preferred language
• Object: Recurrent workflow
• Field: (empty)

Finally, click CREATE to save your email template and finish the first step.

Workflow definition overview

Note: As the expiration of carryover days happens yearly, this is a recurrent workflow. This is one of the only workflows where we toggle the option "Repeat workflow", so every year you can send your employees a reminder of the vacation days they still haven't taken.  

First, fill in the fields as follows:

Your workflow will look like this:

Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:

The action you just added will look like this:

Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.

Expiry of the validity of a document

Email template overview

First, set up the details of your email template:

Email template name: Expiry of the validity of a document

Subject: The document {!name} of {!relatedTo} expires on {!validUntil}

Body: 

Afterward, fill in the email template settings on the right panel as follows:

• Category: choose HR
• Company: choose your preferred company
• Language: choose your preferred language
• Object: Document
• Field: (empty)

Finally, click CREATE to save your email template and finish the first step.

Workflow definition overview

First, fill in the fields as follows:

Your workflow will look like this:

Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:

The action you just added will look like this:

Note: In this case, we have chosen "Select employee" as we want to notify the HR manager only about this change. 

Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.

Task for the renewal of the certificate of enrollment 

Note: The "Certificate of enrollment" tag must have been previously created and used. To create the tag, go to Settings > Smart docs > Settings > (+) ADD TAG

Workflow definition overview

First, fill in the fields as follows:

Your workflow will look like this:

Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:

The action you just added will look like this:

Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.

Reminder of an open Task

Email template overview

First, set up the details of your email template:

Email template name: Reminder of an open Task

Subject: Reminder of your Task {!title} with due date on {!dueDate}

Body: 

Afterward, fill in the email template settings on the right panel as follows:

• Category: choose HR
• Company: choose your preferred company
• Language: choose your preferred language
• Object: Task
• Field: (empty)

Finally, click CREATE to save your email template and finish the first step.

Workflow definition overview

First, fill in the fields as follows:

Your workflow will look like this:

Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:

The action you just added will look like this:

Finally, click ADD ACTION. Click FINISH to finish setting up your workflow. Remember to activate your workflow once you are ready to use it by setting the toggle ACTIVE.

Two-Step Approval Process

This workflow is meant to notify the second approver of a time off request. To be able to use this workflow, you should have activated the Two-step approval in Settings > Time off > Settings. The first approver is, by default, the direct managers set on the “Reports to” field of the employee and is who gets the notification of a new Time off request through the workflow “Time off: Notification to manager”. With the workflow you-re about to create, the second approver will receive a notification to approve the request once the first approval had done so.

Email template overview

First, set up the details of your email template:

Email template name: 2-step approval

Subject: You have a pending time off request as a second approver

Body: 

Afterward, fill in the email template settings on the right panel as follows:

• Category: choose HR
• Company: choose your preferred company
• Language: choose your preferred language
• Object: Time off
• Field: (empty)

Finally, click CREATE to save your email template and finish the first step.

Workflow definition overview

First, fill in the fields as follows:

Your workflow will look like this:

Click SAVE AND NEXT. Then, click ADD ACTION and fill the fields as follows:

Finally, click on FINISH.