Appogee HR: Workflow & Checklists

These features are only available to users with the HR MANAGER role.

Appogee HR supports workflow automation using Checklists, Actions, Acknowledgements and Notifications (click for definitions and examples).

For example, a new starter joins the company. The following is a possible workflow:

  • The IT department needs to set up their user account, email address and laptop.
  • The HR team needs to set up their Appogee Leave account to reflect their allowances.
  • Their manager needs to show them around the office and introduce them to their new colleagues. 
  • The new employee needs to read and acknowledge the company policy documents

A checklist can therefore be created for the IT department, the HR team and the manager to action the tasks listed above. Each of them would receive a notification to action the checklist. Finally a notification can be sent to the new employee to take an action. The action would be to read and acknowledge the company policy documents. When the new employee has acknowledged the documents, a notification will be sent to the HR team informing them of this. 

Checklist templates can be created and then used to create new checklists in the future. 

In this article you can navigate to:

Checklist Templates

View Checklist Templates

  1. Click on HR MANAGER > Workflow & Checklists
  2. Click on Checklist Templates and a list of templates will be shown
  3. You can click on any of the Checklist templates to view or edit them

Create a new Checklist Template

  1. Click on HR MANAGER > Workflow & Checklists
  2. Click on Checklist Templates
  3. Click on the Create button
  4. In the New Template page, the Main Details tab will be open. Enter the following:
    • a name (required)
    • description (optional) 
    • status: select whether the template should be Active or Inactive. An Active Checklist Template can be used to create and assign a checklist. Inactive checklists will need to be made active in order to be available to be assigned. You can use an inactive template while drafting a checklist and then make it active later when it is ready to be used.
    • If you would like managers to have the ability assign the template check the Allow Managers to assign this template? checkbox.
  5. Click on the Auto-Assign tab if you would like a checklist of this type to be assigned automatically when a new employee joins or leaves your organisation. Please note that this does not necessarily mean that it will be assigned to the joining/leaving employee. If you check the box, select or enter the following options:
    • Assign When: select whether it should be assigned when an employee is joining or when an employee is leaving
    • Automatically Assign To: select who it should be assigned to.
      • Current User refers to the HR MANAGER who is changing the status of the employee to joining/leaving. 
      • Target User refers to the employee who is leaving/joining
      • Target Manager refers to the manager of the employee who is leaving/joining
      • Target HR Manager refers to the HR Manager of the employee who is leaving/joining
      • Specific User provides you with the option Please Specify where you can enter the email address of the specific user
    •  Due Date: the number of days after assignment that the Checklist is due. For example if you enter 5 and the checklist is assigned on the 1st of January 2015, the due date is 6 January 2015.
  6. In the Default Items tab you can add a list of items to be performed to complete the checklist. Use the + icon to add a new item when you have typed it out.
  7. In the Default Notifications tab, you can create Email Notifications that should be sent with regards to this checklist. Make selections for the following:
    • Notify When: select at which point this notification will be sent
    • Notify Who: select the recipient of the notification
    • Notification Email Message: Enter the content of the email. You can use these placeholders in the email.  
  8. Click on the + button to add the notification. You can add more notifications if you wish.
  9. Finally, click on the Save button at the top right to save your Checklist Template.

Edit a Checklist Template

  1. Click to open the checklist template you wish to edit
  2. In the Main Details tab you can:
    1. Change the Name of the checklist template
    2. Change the Description of the checklist template
    3. Change the Status of the checklist template. An inactive checklist template cannot be assigned to employees while an active checklist template can be assigned to employees.
    4. Allow Managers to assign the template
  3. In the Auto Assign tab you can enable the automatic assignment of the checklist template when a new employee joins or leaves your organisation. Please note that this does not necessarily mean that it will be assigned to the joining/leaving employee. If you check the box, select or enter the following options:
    • Assign When: select whether it should be assigned when an employee is joining or when an employee is leaving
    • Automatically Assign To: select who it should be assigned to.
      • Current User refers to the HR MANAGER who is changing the status of the employee to joining/leaving. 
      • Target User refers to the employee who is leaving/joining
      • Target Manager refers to the manager of the employee who is leaving/joining
      • Target HR Manager refers to the HR Manager of the employee who is leaving/joining
      • Specific User provides you with the option Please Specify where you can enter the email address of the specific user
    •  Due Date: the number of days after assignment that the Checklist is due. For example if you enter 5 and the checklist is assigned on the 1st of January 2015, the due date is 6 January 2015.
  4. In the Default Items tab you can add and remove items to be performed to complete the checklist. Use the + icon to add a new item when you have typed it out. Use the - icon to remove items.
  5. In the Default Notifications tab, you can create Email Notifications that should be sent with regards to this checklist. Make selections for the following:
    • Notify When: select at which point this notification will be sent
    • Notify Who: select the recipient of the notification
    • Notification Email Message: Enter the content of the email. You can use these placeholders in the email.
  6. Click on the + button to add the notification. You can add more notifications if you wish.
  7. In the Assigned Checklists tab, you can view who has been assigned this checklist
  8. Use the Save button to save your changes.

Checklists

  Assign a Checklist from a Template

  1. Click on HR MANAGER > Workflow & Checklists
  2. Click on Checklist Templates and a list of templates will be shown
  3. Click on the Assign button the right of the Checklist Template you wish to use for this checklist.

    Tip: You can view inactive checklist templates by checking on the Show Inactive? box.

  4. In the Assign Checklist Wizard, you can select a different template if you wish, and you can view the current checklist items by clicking on Preview
  5. Click on Next >>
  6. Review the checklist items. You can edit them and add new items without affecting the template. 
  7. Click on Next >>
  8. Assign the checklist to one or more employees. Select employees and/or teams by checking the Employee(s) and/or Team(s) check boxes. Use the + and - buttons to add and remove employees/teams. 
  9. Add a Due Date which is the date the checklist is due for completion
  10. Optionally, enter an Action Message which will be added to the checklist action email when it is assigned. You can add these placeholders to the message. 
  11. Click on Next >>
  12. You can now configure some Options:
    • Target Employee  : define who the employee is that this checklist is related to. This is not necessarily who the checklist is being assigned to. For example, this could be a checklist to set up a new computer for a new employee. The target employee would be the new employee.
    • Configure Notifications. Make selections for the following:
      • Notify When: select at which point this notification will be sent
      • Notify Who: select the recipient of the notification
      • Notification Email Message: Enter the content of the email. You can use these placeholders in the email.
      • Make sure to use the + button to add the notification
      • You can use the button - to remove a notification
  13. Click on Assign to complete the checklist assignment. You will see a confirmation like the one below. You can View Checklists or Assign Another Checklist with the buttons provided.

Assign a Checklist from Scratch

  1. Click on HR MANAGER > Workflow & Checklists
  2. Click on Assign New Checklist and you will be redirected to the Assign Checklist Wizard page.
  3. In the Assign Checklist Wizard, select Start from Scratch and enter a name for the checklist.
  4. Click on Next >>
  5. In the Review Items section, enter the checklist items. These are the tasks that need to be completed in order to complete the checklist. 
  6. Click on Next >>
  7. Assign the checklist to one or more employees. Select employees and/or teams by checking the Employee(s) and/or Team(s) check boxes. Use the +and - buttons to add and remove employees/teams. 
  8. Add a Due Date which is the date the checklist is due for completion
  9. Optionally, enter an Action Message which will be added to the checklist action email when it is assigned. You can add these placeholders to the message. 
  10. Click on Next >>
  11. You can now configure some Options:
    • Target Employee  : define who the employee is that this checklist is related to. This is not necessarily who the checklist is being assigned to. For example, this could be a checklist to set up a new computer for a new employee. The target employee would be the new employee.
    • Configure Notifications. Make selections for the following:
      • Notify When: select at which point this notification will be sent
      • Notify Who: select the recipient of the notification
      • Notification Email Message: Enter the content of the email. You can use these placeholders in the email.
      • Make sure to use the + button to add the notification
      • You can use the button - to remove a notification
  12. Click on Assign to complete the checklist assignment. You will see a confirmation like the one below. You can View Checklists or Assign Another Checklist with the buttons provided.

View Assigned Checklists

The list of assigned checklists shows helpful information to give you a glimpse of the progress of workflows.

  1. Click on HR MANAGER > Workflow & Checklists
  2. Click on Assigned Checklists
  3. You can filter by the Team to which the assigned Employee belongs and also by Status of the checklist (Assigned, In Progress, Complete)

Reassign Assigned Checklists to Another Employee

  1. Using the steps in View Assigned Checklists above, navigate to the assigned checklist you wish to reassign and click on the Checklist name
  2. In the Assigned Checklist page, click on the Edit icon 
  3. Type in the email address of the employee you want to reassign the checklist to in the Reassign to textbox
  4. Click on Save Changes
  5. The employee will receive notification by email that the checklist has been assigned to them

Edit the Checklist Items of an Assigned Checklist

  1. Using the steps in View Assigned Checklists above, navigate to the assigned checklist you wish to reassign and click on the Checklist name
  2. Click on Options > Add / Remove Items
  3. Use the icons to add and remove Checklist Items
  4. If you wish to cancel the changes, click on the Cancel Changes button to revert all changes
  5. Click on Save Changes to accept your changes

Edit the Due Date of an Assigned Checklist

  1. Using the steps in View Assigned Checklists above, navigate to the assigned checklist you wish to reassign and click on the Checklist name
  2. In the Assigned Checklist page, click on the Edit icon
  3. Select a new due date in the Reschedule Due Date textbox
  4. Click on Save Changes

Change the Target Employee of an Assigned Checklist

  1. Using the steps in View Assigned Checklists above, navigate to the assigned checklist you wish to reassign and click on the Checklist name
  2. In the Assigned Checklist page, click on the Edit icon
  3. Enter the email address of new target employee in the Change Target Employee textbox
  4. Click on Save Changes

Cancel an Assigned Checklist

  1. Using the steps in View Assigned Checklists above, navigate to the assigned checklist you wish to reassign and click on the Checklist name
  2. Click on Options > Cancel Checklist
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