Appogee HR: Workflow & Checklists

These features are only available to users with the TEAM 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:

 

  Assign a Checklist

  1. Click on TEAM MANAGER > Workflow & Checklists
  2. Click on Assign New Checklist to open the Assign Checklist Wizard
  3. In the Assign Checklist Wizard, you have two options:
    1. You can assign the checklist from an existing template (these are created by HR Managers). Select Use a Template and then select which template to use from the drop-down list. You can view the current checklist items by clicking on Preview
    2. You can create a checklist from scratch. You will need to add all the checklist items. Select Start from Scratch and enter a name for the checklist
  4. Click on Next >>
  5. Review Items: You can add and remove checklist items. If you are using a template, your changes will not affect the template. 
  6. Click on Next >>
  7. Assign the checklist to one or more employees or teams. 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 TEAM MANAGER > Workflow & Checklists
  2. Click on Assigned Checklists
  3. You can filter by Teams that you manage and also by Status of the checklist (Assigned, In Progress, Complete)
  4. You can click on a Checklist to view details

 

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

Completing A Checklist on Behalf of an Employee you Manage

  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 the Complete Checklist button
  3. Mark the checklist items that are complete.
  4. If you complete all items in the checklist, you will be prompted to submit the checklist. You can submit the checklist later if you wish, however since the checklist has been assigned to someone else, you will not receive a checklist alert or notification to complete the checklist.
  5. You will see that the progress indicator turns green when the checklist is completed and submitted
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