Standard Workflows and Email templates

Modified on Wed, 23 Mar 2022 at 04:39 PM

Kenjo comes with default workflows called "Standard workflows". This article shows you a list of all our standard workflows and how we configured them in your account. We have added two more articles called "Custom workflows"


Remember to visit our article Creation of Workflows and Email templates for learning how to set them up.



TABLE OF CONTENTS


Time off: Notification to employee

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.



Time off: Notification to manager

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.


Tasks: Notification for new Task assigned


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.


Smart docs: Notification that a new document is uploaded 


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: Notification that a new document is uploaded


Subject: A new document was uploaded


Body:


Hello,

 

The employee {!_createdById} has uploaded a new document. Click here to find out more.

 

Best regards,

 

Your Recruiting 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


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


Fill in the fields as follows:


Workflow nameA new document was uploaded
ObjectDocument
TriggerDocument 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 nameA new document was uploaded
Action typeEmail alert
Email emplateA new document was uploaded
Sender email addressno-reply@kenjo.io
RecipientManager / Human Resourses


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.



Employee: Notification of contract deadlines

Notification of the termination date of a contract



Email template overview


First, set up the details of your email template:


Email template name: Notification of the termination date of a contract


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


Body:


Hello,

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

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 termination date of a contract
Object selected
Employee
Trigger
Custom trigger: Employee termination date
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 of the termination date of a contract

Action type

Email alert

Email template

Notification of the termination date of a contract

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.




Recruiting: Notification to new applicant


Automatic notification to a candidate who has applied.


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: Automatic reply when a new application is received


Subject: Thank you for applying to Kenjo


Body:


Hello {!candidate.firstName},

 

Thank you for your interest in our company and for sending us your application for the position as {!position.jobTitle}.

 

The processing and selection will take some time, but we will contact you as soon as possible.

 

If you have any questions, please send them to recruiting@kenjo.io.

 

Best regards,

 

Your Recruiting Team



NOTE: In your template, replace "Kenjo" with the name of your company and "recruiting@kenjo.io" with your recruiting email address.


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: Candidate position
  • 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 nameAutomatic reply when a new application is received
ObjectCandidate position
TriggerCandidate position 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 nameAutomatic reply when a new application is received 
Action typeEmail alert
Email emplateAutomatic reply when a new application is received
Sender email addressno-reply@kenjo.io
RecipientCandidate


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.



Employee: Notification to prepare the new employee onboarding


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.



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