Set up HR Workflow in 6 steps for Business environments

Introduction

In Visma Nmbrs it is possible to use HR Workflows. The HR Workflow is a follow-up of tasks and can be applied to all types of employees. Such as active employees, external or job applicants. In this article we explain you in 5 steps how you and your client can use HR workflows in an efficient way.

HR Workflow step by step

Step 1: Adjust the rights in the user templates
Step 2: Create users
Step 3: Appoint an HR and Payroll manager
Step 4: Set up an HR Workflow
Step 5: Link the HR Workflow to a type of employee
Step 6: Start an HR Workflow based on a signal

Other HR Workflow functionalities

The HR workflow uses many components. Below you will find an overview of all possible functionalities and how to set them up.

Step 1. Adjust the rights in the template users

To be able to use the HR Workflows and the associated functionalities, you must first add this to your own user template via "Template users" under "User accounts" at the highest level. For employees there is a new template available which are described below.

Master Client Templates:

Administrator User
HR Manager

1. Activate the options 'HR Workflow settings' and 'Roles and responsibilities' on the tab 'Settings'

2. Activate the following dashlets on the tab 'Employee'

Master Employee

A new template is available for employees. You can add this template via 'Template Users' at Master and Debtor level. Once the template is added, it's possible to create a login based on the template to the relevant applicant or employee.

Applicant / Future employee Login (System)

Step 2. Create users

For an optimal use of the HR workflow there are two new' Master Client' templates made available. These templates have rights at the highest level and can also adjust and add settings at the highest level. The template has the following system name:

HR Manager (System)
This template mainly has rights for HR related matters.

You can add this template via 'Template Users' at the highest level under 'Settings'. Once you have made the template available, you can create a login for this template.

Make template available:

Via template users you can click on the dashboard editor to see which functionalities are part of the template rights:

Create login:

Step 3. Appoint an HR and Payroll manager

After logins have been created for the HR manager and / or Payroll manager, you can set up the 'Roles and responsibilities' functionality at the highest level. Here you choose per debtor who is responsible for the HR processes and / or the Payroll processes.

Why this dashlet?

To be able to use the standard HR Workflows made by Visma Nmbrs, it is important to include 'Roles and responsibilities' in the dashlet, to indicate who is responsible for HR and for the Payroll.

These roles are used in the system HR Workflows. Of course, it is possible to deviate from this within each task in an HR Workflow, by assigning tasks to a specific user.

Example

In the image below you can see the system workflow 'Accept applicant'. In the section 'workflow by default assigned to' is the HR Manager selected as default. This means, the HR manager selected in the dashlet 'Roles and responsibilities', will always be the main responsible for this workflow. If a task can't be assigned to a user, it will automatically be assigned to the default user of the workflow.

Step 4. Set up an HR Workflow

The HR Workflow settings can be found on the highest level. Here you can activate the system workflows or copy a system workflow to your own workflow. After copying a workflow you can adjust it to your own liking. It it is not possible to add extra tasks to a workflow which are directly linked to an action such as signing a document or a mutation form.

Activating a system workflow:

Copy a system workflow:

Per HR Workflow it is possible to choose for which type of employee this HR Workflow can be started. This way you can ensure that the right HR processes are followed for all type of employees, from job applicants to external employees.
It is also possible to by default assign a certain type of user of persoon. Tasks which haven't been assigned to a specific type of user will automatically be assigned to the default one.

Link HR workflow

It is possible to start a new HR workflow from an HR workflow by linking it together. You can add one step per HR workflow from which a maximum of 4 new HR workflows can be started. For example, this step can be added at the beginning or at the end. In this step you can choose a decision moment by choosing "Or". If you want to start a new workflow you can choose "And".

Step 5. Link the HR Workflow to a type of employee

Go to the specific employee to connect the workflow. If this employee is a different type of user than the 'Payroll' type you can find the employee under the tab 'employees' on the leftside of your screen. Here you can filter by type of users and then click on the relevant employee.

Important! This employee needs to have activated his or her login account, before the task is linked. The task cannot be performed correctly otherwise.

The dashlet 'HR Workflows' will immediately make a suggestion for an HR workflow based on the type of user.

You can start the HR workflow directly from the HR Workflow Dashlet clicking on the arrow behind a workflow. You then choose the assignee.

After starting the workflow, an active workflow is immediately visible in the dashlet. When you click on this, the HR workflow will open and show an overview of all relevant tasks.

Below you can see an overview of tasks within the active HR Workflow. You can assign these tasks to another user by clicking on the pin. When you click in the line itself, it is possible to take immediate action on a task.

After assigning the workflow, the first task will be active with the designated user. This task is then highlighted in the Co-Pilot and in the 'My tasks' dashlet. When the task says 'open', the relevant page will be opened where the setting can be adjusted.

For some tasks, 'done' must be chosen after execution. This is not necessary for tasks such as sending mutation forms or signing documents. The workflow continues immediately after the action has been carried out.

Step 6. Start an HR Workflow based on a signal

It is also possible to automatically link an HR workflow to an employee when an HR signal is created.

Open the HR signal settings on the highest level.
Select the type of signal and choose the default cause under 'Signal'.
Then select the desired HR workflow.
The HR workflow is now visible at the relevant signal. When you open the signal, you can choose how many days in advance of the event, it has to be created.