Table of Contents:
Introduction to Workflows
Workflows dashboard
Manually enrolling a participant
Workflows settings
Workflows in Employees' profiles
Completing a step on behalf of the employee
Introduction to Workflows
With Leapsome’s Workflows feature, you can streamline processes and automate various actions, such as onboarding new employees, terminating employees, reminders of employees' hire dates, birthdays and anniversaries, and more. These actions can be triggered based on a date, an attribute change, or by a manual employee enrollment.
When a workflow is created, it will have its dedicated dashboard where you can monitor who has been involved in a workflow and their progress.
Workflows dashboard
When in the dashboard of your already created workflow, you can overview:
-
Current participants - this will show the total number of included employees. The participant count is broken down by:
- Not started
- In progress
- Completed
- Average progress
- Average days to complete
To deactivate an active workflow, click on '...' > 'Deactivate'. This will change the workflow's status from 'Active' to 'Deactivated'. To re-activate the workflow, click on '...' once more and click on 'Activate'.
Participants
In the 'Participants' section, all of the workflow's participants will be listed. By clicking on a participant, you can view their exact progress and see at which step they currently are at.
Alongside the participants' names, there will be the date they enrolled in the workflow, their progress in percentage and the name of the next step they have to complete. On the right hand-side is a label indicating the employee’s status within the workflow, such as active, complete or disenrolled.
Clicking on the three vertical dots will allow you to 'Disenroll participant'.
When you click on a participant to oversee their workflow's progress and hover over an active step, additional actions will show up:
- Skip step - if multiple steps are created within the workflow, clicking this button will allow them to skip the step that’s next in line for the employee. If only one step is created, the employee’s status will immediately move to ‘Complete’ and the user will count as completed the workflow
- Retry
- Edit task owner - each task can have one or multiple task owners. If you'd like to make changes to who owns a specific task, you can do so here.
Interacting with Workflow steps
Super-(admins) and users with access rights to the 'Workflows' function of Leapsome can interact with the Workflows tasks. This becomes particularly useful when some tasks are completed 'offline' & without being logged in Leapsome. To allow the employee continue with the workflow, an Admin may want to skip some steps or mark them as done. Super-(admins) and users and with access to the workflow overview can view, skip & complete tasks right from the workflow’s participant list or an employee's profile. Actions that can be taken:
- Skip step - marks the workflow step as skipped.
- Edit task owner - if a step has an owner or an owner group assigned, you can change it by selecting this option
- Mark as done - when a step type is 'Checklist', you can mark certain tasks within this step as complete if they were actioned 'offline'. E.g.: a task within a checklist may be 'Participate in an in person training' -> by marking this step as done, you'll allow the user to continue within the workflow whilst ensuring the data is tracked online.
Manually enrolling a participant
To enroll a participant manually, click on '+Enroll user'
Workflows settings
To open the setting and make adjustments to your existing workflow, click on the gear icon 'Edit'.
Workflows in Employees' profiles
You can also view which workflows an employee is included in by navigating to their profiles and clicking on the tab 'Workflows'. Any workflow shown here means that the employee, whose profiles you are viewing, has been or currently is included in the workflows shown.
On this page, you can disenroll this employee from a workflow by clicking on the three vertical dots on the respective workflow and selecting 'Disenroll participant'.
Completing a step on behalf of the employee
As a Super-admin, you may want to view and complete a step in a workflow even if you aren't the task owner or you'd like to mark a step as 'Completed' on behalf of your colleague.
To do that, navigate to an employee's profile and select the 'Workflows' tab. Hover over a step and click on the checkmark - this will mark this step as completed. Please note: the step will show that it was completed by another person. E.g.: if you completed a step on behalf of your colleague Sabrina, it will show that the step was completed by you and not Sabrina.