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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.


These capabilities ensure Appogee HR can support common HR processes such as:


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


To cover this scenario, a checklist could 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. The employee would be sent a notification with an Action to read and acknowledge the policy documents, and once this is complete the HR team would be sent a notification to let them know this has been done.  It is worth spending some time setting up who gets notified about what and when as Appogee HR is implemented.  The rest of this document provides more detail on how to go about this.


Contents

  1. Checklist Templates
  2. Checklists


Checklist Templates


View Checklist Templates


To view checklist templates, you will need to click on Checklists > Checklists Templates. To view all the list of available checklist templates, please click on Checklist Templates. Note that Appogee HR comes with a collection of Sample Templates.  These are generic by nature and must be reviewed and updated for use in your organization prior to Appogee HR being enabled for your staff to ensure they are appropriate for your environment



Create a new Checklist Template

In order to create a new checklist template, you will need to click on the 'Create Template' found on the top right-hand corner. In the new template page, the main details tab will open as shown in the screenshot below:


Within this section, you will be requested to 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.


Default items

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 and the - icon to remove the item



Auto-Assign

The Auto-Assign tab gives you an option of whether you want be able to automatically assign this checklist when a new employee joins or leaves your organization. Please note that the template will only be assigned to the joining/leaving employee.if the "Automatically Assign to" option is set to "Target User". 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.



Default notification


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.  




Edit Checklist Template

To make edits to the checklist templates, you will need to click on the checklist template you wish to make the edits for, as shown in the screenshot below:





Checklists


Assign a Checklist from a Template


To assign a checklist from a template, you will need to click on Checklists > Checklist templates. To view all the list of available checklist templates, please click on Checklist Templates. 


Click on the Assign button which is located on the right of the checklist as shown in the screenshot below:



By clicking assign, this will take you directly to the checklist wizard where you will be able to do the following:


  1. 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. 
  2. Add a Due Date which is the date the checklist is due for completion
  3. 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. 




You can now configure some Options, which can be found in the next page:

  • 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 (note there is no limit to the number of notifications you can set up for a Checklist) :


    • 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

Click on Assign to complete the checklist assignment. 


Assign a Checklist from scratch

To assign a checklist from scratch, you will need to go to Checklists > Assigned checklists




Click on Assign new checklist and you will be redirected to the Assign new checklist wizard page, where it will give you an option to either user a template or start from scratch




In the Review Items section, enter the checklist items. These are the tasks that need to be completed in order to complete the checklist. 



The assign and options sections of this checklist wizard are the same as mentioned above.


View Assigned Checklists


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

  1. Click on Management > 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)



Cancel an Assigned Checklist


To complete an assigned checklist on behalf of an employee, click on the checklist you wish to cancel from the assigned checklist page. Then click on Complete Checklist



Make a Checklist Inactive

In order to make a checklist inactive, you will need to go to Checklists > Checklist Templates and select the checklist you wish to make this change to




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