In an organization, specific tasks are performed by the admin based on events that are scheduled on specific dates. These events include employee joining, last working day, contract expiry, visa/passport expiry, and many more.

Currently, the HR admin uses manual methods like pen and paper, calendars, and reminders for tracking approvals and tasks, but struggles to meet deadlines. This process causes delays and contributes to an unsatisfactory employee experience.

With the greytHR Workflows feature, admins can create a specific workflow for each date-based event. They can create a task list for each reviewer, attach documents as references, and add custom forms. They can also set the workflow trigger according to the event date needs (before, after, or on the event date).

The Workflow Levels page in the greytHR Admin portal empowers you as an admin to establish different workflow policies. One such workflow is the date-based events of employees.

To view the Workflow Levels page, click Workflow > Setup > Workflow Levels.

You can perform the following actions on the Workflow Levels page:

Create date-based event workflow policy.
Activate date-based event workflow policy.

Create date-based event workflow policy

To create a date-based event workflow policy, perform the following actions:

On the Workflow Levels page, click Add Workflow Levels. The form opens.
Under General Settings, from the Workflow Type dropdown list, select Events.
In the Policy Name text box, enter a name for the policy.
In the Policy Description text box, enter a description of the policy.
From the Event Type dropdown list, select the required event type.
From the Select Employee Filter dropdown list, select the required employee filter.
Click Save Policy to save the General Settings.
Click Next to move to the Workflow Levels settings.
Select 1 Level/2 Levels/3 Levels/4 Levels/5 Levels/6 Levels/7 Levels option as per your requirements. The selected number of levels defines the number of reviewers required to review the workflow action.
From the Reviewer Level 1 dropdown list, select a job role as the first reviewer.
Note: You can also add an employee as a reviewer to review and add remarks to the workflow.
Select the Application Actions as per your requirements. The reviewers can view and perform the actions on the event based on the selection here. The actions available for a reviewer are:
1. Accept & Forward: The Accept & Forward option is available for all levels of reviewers. By selecting the option the workflow action gets accepted. The Forward option allows the reviewer to forward the action to the next-level reviewer. This option is available only if there is more than one reviewer.
2. Reject: This option is available for all levels of reviewers.
Click Add Task to add a task list for Reviewer 1. The Create Task pop-up appears. Perform the following steps to create a new task:
1. In the Task textbox, enter the task name.
2. In the Description textbox, enter the task description.
3. Click Add Attachment(s) to upload any files related to the task.
  Note: You can upload up to a maximum of 5 files.
4. Click Add Form to add a customized form for the reviewer. The Form Builder pop-up appears.
5. In the Form Title textbox, enter the name of the form.
6. From the Search field list, drag & drop the required form fields and customize the requirements for each field that you want the reviewer to fill.
7. Click Save to confirm the form.
8. On the Form pop-up, select the Make Attachments Mandatory for Reviewer checkbox as per your requirements.
9. Click Save to complete creating the task.
  Note: You can perform the same steps to appoint more than one reviewer.
Click Next to move to Workflow Policy settings.
Under the Workflow Settings, select the required option to trigger the workflow as per your requirements.
Note: If you select the event type as Employee Self-Card Expiry or Employee Family Card Expiry, the system prompts you to select the specific card type.
Click Review and Submit to create the workflow policy for date-based events.

Reviewer 1 can only accept and forward to Reviewer 2 once the task list is completed.

Activate date-based event workflow policy

Once you create the workflow policy, you must configure the dates for the system to trigger the workflows. You can trigger the workflow on/before/after the event date.

To activate the date-based event workflow policy, perform the following actions:

On the Workflow Levels page, click the Filter icon. The Apply Filter pop-up appears.
From the Workflow Type dropdown list, select Events.
Click Apply. The created workflow policy card appears.
Click the Activate button on the card. The Activate Policy pop-up appears.
From the Effective date of Activating the Policy dropdown calendar, select the required date.
Click Confirm. The policy gets activated.

Once you define and activate the workflow policy, the assigned reviewers can review tasks, mark them as completed, or take necessary actions based on their roles as admin or employee.

You can also extract the detailed date-based event workflow policy report through Query Builder.

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