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


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


TABLE OF CONTENTS


Notification sent to a manager when an employee requests time off

Email template overview


First, go to Settings > Email templates and click (+) CREATE EMAIL TEMPLATE


Next, set up the details of your email template:


Email template name: New time off request from an employee


Subject: You have a new {!_timeOffTypeName} request from {!relatedUser.displayName}


Body:

 

Hello,

there is a new {!_timeOffTypeName} request from {!relatedUser.displayName} for the period {!_from} to {! _to}.

Please process this request in Kenjo.

Your HR Team


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


For the second step, go to Settings > Workflows and click (+) CREATE WORKFLOW.


Fill in the fields as follows:


Workflow name
New time off request from an employee
Object selected
Time off request
Trigger
Time off request record is created
Schedule

Immediately after

Filter
Request type - Equals to - Request


Your workflow will look like this:


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


Action nameNotification of new time off request from an employee
Action TypeEmail alert
Email templateNew time off request from an employee
Sender email addressno-reply@kenjo.io
RecipientManager



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.


Notification to the employee when a time off request has been processed

  

Email template overview


First, set up the details of your email template:


Email template name: Information about the new status of a time off request to the employee


Subject: Your {!_timeOffTypeName} request has been {!status}


Body: 


Hello,

your {!_timeOffTypeName} request from {!_from} to {!_to} created on {!_createdAt} has been {!status}.

You can view this request directly in Kenjo.

Best regards

Your HR Team


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:


Workflow name
Information about the new status of a time off request to the employee
Object selected
Time off request
Trigger
Time off request record is updated
Schedule

Immediately after

Filter

Status - not equals to - Canceled

Status - not equals to - CanceledAfterProcessed

Status - not equals to - Pending

Status - not equals to - Processed

Status - not equals to - Submitted

Status - not equals to - InApproval


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:


Action name

New status of time off request of the employee

Action type

Email alert

Email template

Information about the new status of a time off request to the employee

Sender email address

no-reply@kenjo.io

Recipient

Employee


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.


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:

 

Hello,

{!userPersonal.nextBirthday} is the birthday of {!userPersonal.displayName}.

Please take care of the next steps according to your team-related arrangements.

Best regards,

Your HR Team


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:


Workflow name
Upcoming birthday reminder
Object selected
Employee
Trigger
Custom trigger: Next birthday
Schedule

5 days before

Filter

Active - equals to - Active


Your workflow will look like this:



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


Action name

Upcoming birthday reminder

Action type

Email alert

Email template

Upcoming birthday reminder

Sender email address

no-reply@kenjo.io

Recipient

Manager


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.


Notification of the end of the probation period


Email template overview


First, set up the details of your email template:


Email template name: Notification of the end of the probation period


Subject: Reminder: The probation period of {!userPersonal.displayName} ends on {!userWork.probationPeriodEnd}


Body:


Hello,

the probation period of {!userPersonal.displayName} will end on {!userWork.probationPeriodEnd}.

Please take care of the necessary steps to clarify the passing/failing of the probationary period.

Best regards,

Your HR Team


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:


Workflow name
Notification of the end of the probation period
Object selected
Employee
Trigger
Custom trigger: Probation period end
Schedule

21 days before

Filter

None


Your workflow will look like this:


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


Action name

Notification before the end of an employee's probation period

Action type

Email alert

Email template

Notification of the end of the probation period

Sender email address

no-reply@kenjo.io

Recipient

Manager


Select department - Human Resources (suggestion)


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:


Hello,

Please upload your doctor certificate here in Kenjo for your {!_timeOffTypeName} from {!_from} to {!_to}. If you have already uploaded your medical certificate, please consider this email irrelevant.

We wish you a good recovery and look forward to seeing you soon!

Best regards,

Your HR Team

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:


Workflow name
Reminder to upload a medical certificate for sickness over 3 days
Object selected
Time off request
Trigger
Time off request record is created
Schedule

Immediately after

Filter

Time off type - equals to - Sickness

Working days/hours - greater than or equals to - 3


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:


Action name

Reminder to upload a medical certificate

Action type

Email alert

Email template

Reminder to upload a medical certificate for sickness over 3 days

Sender email address

no-reply@kenjo.io

Recipient

Employee


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: 

Hello,

In the employee profile of {!userPersonal.displayName} details have been changed.

Best regards,

Your HR Team


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:


Workflow name
Information in the employee profile has been changed
Object selected
Employee
Trigger
Employee record is updated
Schedule

Immediately after

Filter

IBAN code - is modified (suggestion)


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:


Action name

Information in the employee profile has been changed

Action type

Email alert

Email template

Information in the employee profile has been changed

Sender email address

no-reply@kenjo.io

Recipient

Select employee (suggestion)


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.


Notifications and Tasks for the onboarding process of a new employee


Email template overview


First, set up the details of your email template:


Email template name: Notifications and tasks for the onboarding process of a new employee


Subject: Onboarding of the employee {!userPersonal.displayName} 


Body:


Hello,

on {!userWork.startDate} {!userPersonal.firstName} {!userPersonal.lastName} starts as a new employee.

In the meantime, please prepare the following steps, which you will also find in your Tasks in Kenjo.
  • Create a business email address
  • Prepare the workspace
  • Send the welcome email

Best regards,

Your HR Team


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:


Workflow name
Notifications and tasks for the onboarding process of a new employee
Object selected
Employee
Trigger
Employee start date
Schedule

7 days before

Filter

None


Your workflow will look like this:



Click SAVE AND NEXT. Then, click ADD ACTION. This time we will create two types of actions: Tasks and Email alerts.


Creation of Tasks: 


First, click ADD ACTION and create the following actions filling in the fields as follows:


Action nameCreate a business email address
Action typeTask
AssignManager
Due date5 days after


The action you just added will look like this:



Click ADD ACTION again to add the second action to our workflow. Fill the fields as follows:


Action name

Prepare the workplace

Action type

Task

Assign

Manager

Due date

5 days after


The action you just added will look like this:



Click ADD ACTION again to add the next action to our workflow. Fill the fields as follows:


Action name

Send the welcome email

Action type

Task

Assign

Manager

Due date

1 days after


The action you just added will look like this:




Note: You can add as many actions as you need in order to properly onboard a new candidate. In this case, we have created three different Tasks:



Creation of Email notification:


Next, click ADD ACTION and create the email notification filling the fields as follows:



Action name

Onboarding a new employee

Action type

Email alert

Email template

Notifications and Tasks for the onboarding process of a new employee

Sender email address

no-reply@kenjo.io

Recipient

Manager


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:


Dear employees,

 

The vacation days carried over from last year will expire on the 31st of March of this year.

 

Please check your holiday balance and make sure you use any remaining carryover days before that date.


Best regards,

 

Your HR Team


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:


Workflow nameReminder: Expiration of carryover days from the previous year
RepeatYearly
Starting ondate to start
EndsNever


Your workflow will look like this:



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


Action nameReminder: Expiration of carryover days from the previous year
Action typeEmail alert
Email templateReminder: Expiration of carryover days from the previous year
Sender email addressno-reply@kenjo.io
Select companyYour company


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: 


Hello,


the document {!name} tagged {!tags} by {!relatedTo} expires on {!validUntil}. Please take the necessary actions if the document needs to be renewed.


Best regards,


Your HR Team


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:


Workflow nameExpiry of the validity of a document
ObjectDocument
TriggerDocument valid until
Schedule14 days before


Your workflow will look like this:


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


Action nameExpiry of the validity of a document
Action typeEmail alert
Email templateExpiry of the validity of a document
Sender email addressno-reply@kenjo.io
RecipientSelect employee


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:


Workflow nameTask for the renewal of the certificate of enrollment
ObjectDocument
TriggerDocument valid until
Schedule14 days before 
FilterTags - equals to - Certificate of enrollment 

Your workflow will look like this:



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


Action nameTask for the renewal of the certificate of enrollment
Action typeTask
AssigEmployee
Due date14 days after


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.


Notification about new Task in Kenjo

Email template overview


First, set up the details of your email template:


Email template name: New Task in Kenjo


Subject: You have a new Task called {!title} in Kenjo


Body: 

Hello,


You have been assigned a new Task called {!title} in Kenjo that is due on {!dueDate}.

You can check your Tasks in Kenjo by clicking here


Best regards,

Your HR Team

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:


Workflow nameNew Task in Kenjo
ObjectTask
TriggerTask record is created
ScheduleImmediately after


Your workflow will look like this:



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


Action nameNew Task in Kenjo
Action typeEmail alert
Email templateNew Task in Kenjo
Sender email addressno-reply@kenjo.io
RecipientEmployee


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: 


Hello,


You have a Task named {!title} in Kenjo that is past its due date on {!dueDate}.

Please complete it as soon as possible and mark it as done.


You can check your Tasks in Kenjo by clicking here.


Best regards,


Your HR Team


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:


Workflow definitionReminder of an open Task
ObjectTask
TriggerCustom trigger: Due date
Schedule1 after 
FilterDone - not equals to - Done


Your workflow will look like this:



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


Action nameReminder of an open Task
Action typeEmail alert
Email templateReminder of an open Task
Sender email addressno-reply@kenjo.io
RecipientEmployee


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.



For Email templates and Workflows Examples for Recruiting, please click here.