⚠️ Available with any of the following subscriptions: Standard or Professional packages
Once you've set up the trigger event, the next step is to add tasks for execution.
To get started, click the '+' icon within the trigger field and choose what you'd like to add. Here are the available options:
Create a task: Define specific tasks that need to be completed as part of the workflow.
Request a form: Prompt people to fill out a form—for example, to collect personal details, update profile information, or submit a change request.
Request a lifecycle survey: Automate feedback collection at key stages of the employee journey via Lifecycle Surveys.
Request lifecycle review: Automatically start a Lifecycle review for an employee at the appropriate stage of their lifecycle.
Send an email: Automate the process of sending emails to relevant individuals or a group of employees.
Send welcome letter: Automatically send an invitation to the system.
Generate a document: Configure the system to generate specific documents, such as offer letters, contracts, or reports.
Upload a document: Upload documents that are the same for all employees (e.g., NDAs, policies) and automate their signing within the workflow.
Send a webhook: Integrate with external applications or services by sending webhook notifications.
Trigger a workflow: Automatically launch another workflow as part of the current workflow.
Create a calendar event: Automatically schedule a calendar event for the employee and selected guests at a specific point in the workflow.
🕰️ Automatic workflows run once a day at 10:00 according to the user’s profile time zone.
How to create a task
How to create a task
Go to Workflows and click + New workflow to start creating, or select one already created to edit.
If you create a new workflow, enter its name and description and set a trigger.
To add an action to your workflow, click the '+' icon within the trigger field and select Create a task option.
4. In the General details tab, enter a title that clearly describes what the assignee needs to do.
5. Set the deadline for completing the task. For example, the manager is tasked with scheduling a 1-on-1 meeting with a new employee within two days.
6. Enter a description with instructions for the assignee. You can use placeholders to include information about the affected employee, such as their name, position, or manager. Add any supporting files or links the assignee needs to complete the task.
7. In the Who should complete the task? section, choose how recipients will receive the task under Mode:
Shared: Create one common task for multiple employees, ensuring that any assignee can take ownership and complete it.
Personal copies: Create a separate copy of the task for each assignee to complete individually. If you need to create one task for several employees in such a way, you can avoid doing it manually.
8. Under Select assignees, choose assignment mode and configure the recipients. Use the Simple option to select one or more recipients by name or by their relationship to the affected employee. It is available for both Shared tasks and Personal copies. Click Add a variable to select a recipient based on the affected employee:
Affected person: The employee the workflow is running for.
Manager, Manager's manager, or 3rd level manager: A manager at the selected level of the employee's reporting hierarchy.
Team lead(s): The employee's team lead or leads.
Department's manager: The manager of the employee's department.
A custom field that references a person, such as an HR contact or mentor. Supported person reference fields from employee profiles and departments appear in the same list. For more detailed guidance, refer to our custom employee fields guide.
To select an employee by name, click Specific person. You can combine specific people and variables in the same task action.
For example, select Manager and Team lead(s) with Personal copies to give the manager, and each team lead their own task to schedule a meeting with a new employee.
9. If you select Advanced, you select assignees based on conditions, such as their department, position, or location. It is available for Shared tasks. Click Add condition, select a field, and define the criteria. When combining conditions, choose:
And: Assignees must meet all the conditions.
Or: Assignees must meet at least one condition.
For example, select Shared and add a condition for the HR department to create a task that any employee from the HR department can complete.
⚠️ Shared tasks can include up to 30 assignees. If your selection includes more than 30 people, only the first 30 in alphabetical order receive the task. The remaining people are not included.
10. If needed, select Enable substitutions for assignees on non-working leave and choose a substitute. If an assignee is on leave when the task is created, the task is assigned to the selected substitute.
11. Open the Conditions & trigger tab. Under Who this applies to, choose which employees the action should run for:
Everyone: Apply the action to all employees included in the workflow.
Specific people: Click Add condition and define which employees the action should apply to. The system displays how many people meet the selected criteria.
These conditions determine who the action runs for. The assignee settings in General details determine who completes the task. For example, you can apply the action only to new employees in a particular location and assign the resulting task to their managers.
12. Under When this task should be triggered, set when the task should start relative to the workflow trigger. For example, configure it to start one day after the workflow is triggered.
13. Click Save to add the task action to the workflow.
Using placeholders in task descriptions
Using placeholders in task descriptions
When writing task descriptions, use placeholders— platform-generated prompts with useful information— such as the employee's full name, position, manager's name, department, etc.
This will save you time by not having to look up this information separately when composing the text.
Enhancing tasks with multimedia and links
Enhancing tasks with multimedia and links
When creating tasks, you have the flexibility to enrich them with various types of content. You can include links to important information, insert images, upload files, and even share educational seminar videos.
