Creating a workflow template in Simployer One

How do I create a workflow template in Simployer One?

Workflow templates help you standardize recurring processes such as onboarding, offboarding, and other employee lifecycle activities. A workflow template contains categories, tasks, assignees, deadlines, and an optional automatic trigger. A template without an automatic trigger is started manually. 

After creating a workflow template, you can connect it to an onboarding template or use it as a standalone workflow. 

Before you begin 

• You must be signed in as an Owner.  
• Plan the process you want to automate before creating the workflow.  

If the workflow will be used for onboarding, it can later be connected to one onboarding template.  

How do I create a workflow template?

1. Navigate to Settings → Workflows and select Manage templates. The Template Library opens. 
2. Select Create workflow template.  
3. Enter a descriptive Workflow template name. You can also add a Description and select a template category. Select Continue.  
4. Choose whether the workflow should start automatically: turn on Use automatic trigger, or leave it off to start the workflow manually. Select Continue. 
5. Configure the workflow trigger and scope (only when the automatic trigger is on). 
6. Add one or more categories with Add category +
7. Add tasks to each category with Add task + 
8. Configure assignees and deadlines for every task.  Select Continue. 
9. On the Summary page, add an optional text explaining when the template should be used. 
10. Select Save as template.  

Your workflow template is now available for use. You can find it in the Template Library under Created by you. 

How do I choose the workflow trigger?

The trigger determines when the workflow starts. 

Choose one of the following options. 

Automatic trigger 

An automatic trigger starts the workflow when a specific event occurs. Turn on Use automatic trigger and select the trigger event. 

The available automatic triggers are: 

• Sick leave reported  
• Employee title changed  
• Position changed to manager role  
• First employment start date  
• Employee end date  

When the selected event occurs, Simployer One starts the workflow automatically for employees within the configured scope. If you don't add a scope, the workflow is triggered for everyone at the company. 

Important 

Review the selected scope carefully before activating an automatic workflow to ensure it only starts for the intended employees. 

Manual trigger 

A manual trigger allows users to start the workflow whenever needed. Leave Use automatic trigger off. 

When configuring a manual workflow, you can add a recommendation or help text to explain when the workflow should be used. You add it on the summary page in the field Add info when it's recommended to trigger the template. 

For example: 

Use this workflow when preparing equipment for temporary contractors. 

Providing clear guidance helps users select the correct workflow for each situation. 

How do I configure the workflow scope?

The workflow scope determines which employees the workflow applies to. Select + Edit scope in the trigger step.

You can select one or more of the following scopes: 

• Everyone  at the company
• Individuals  
• Teams  
• Offices  
• Employment types  
• Departments  
• Organizations  
• You can also exclude employees by using Exclude from this scope. 

This allows you to reuse one workflow template while preventing it from starting for specific groups. 

How do I add categories?

Categories help organize tasks into logical sections. 

Examples include: 

• HR  
• IT  
• Payroll  
• Manager  
• Facilities  

Using categories makes larger workflows easier to navigate and maintain. 

To add a category: 

1. Select Add category +.
2. Enter the Category name.
3. Add tasks to the category. The category is saved together with the template
4. Repeat as needed.

How do I add tasks?

Tasks describe the activities that must be completed during the workflow. 

For each task, you can define: 

• Task title (required)
• Task description  
• Assignee  (@ icon, required)
• Deadline  (clock icon)
• Links to supporting resources (link icon) 

Create tasks that are clear and specific so assignees understand exactly what needs to be completed. 

Examples include: 

• Order laptop  
• Create Microsoft account  
• Prepare employment contract  
• Schedule introduction meeting  

How do I assign tasks? 

Each task must have an assignee. Select the @ icon on the task. 

You can assign tasks to: 

• Employee  
• Employee's manager  
• Selected a scope  

Selecting the appropriate assignee ensures each task is automatically assigned when the workflow starts. 

How do I configure task deadlines?

Each task can have its own deadline. Select the clock icon on the task. In Add/edit deadline, choose Set relative deadline or Set specific deadline (a fixed date). 

Choose the time unit: 

• Day(s)  
• Week(s)  
• Month(s)  

Then select the reference point for the deadline. 

Available reference points include: 

• After workflow start  
• After reported sick leave  
• Before first employment start date  
• After first employment start date  
• Before end date  
• After end date  

For example, an IT task can be configured to be completed 7 days before the employee's first employment start date, while an HR task may be due 2 days after workflow start. 

How do I add links to a task?

Tasks can include links to additional resources. Select the link icon on the task. 

For example: 

• Internal documentation  
• Company policies  
• External systems  
• Training material  

Adding links allows assignees to access the information they need without searching for it elsewhere. 

How do I edit a workflow template? 

You can update a workflow template at any time. 

In the Template Library, select the three-dot menu on the template and select Edit. You can: 

• Edit the workflow name  
• Change the trigger  
• Update the scope  
• Add or remove categories  
• Add, edit, or delete tasks  
• Change assignees  
• Update deadlines  
• Modify task links  

Save your changes when you are finished. The same menu also has Duplicate and Delete. 

Best practices

• Use descriptive workflow names so users can easily identify the correct workflow. 
• Organize tasks into categories such as HR, IT, Payroll, and Manager to improve readability. 
• Keep individual tasks short and action-oriented. 

Important: Test new automatic workflows with a limited scope before using them across the organization. 

Video guide: Managing Workflow Templates & Managing Workflow templates for On- & Off boarding
Managing Workflow Templates

Managing Workflow templates for On- & Off-boarding

FAQs

Can a workflow template be used without onboarding? 

Yes. Workflow templates can be used independently for any employee lifecycle process. 

Can I change a workflow template later? 

Yes. Workflow templates can be edited after they have been created. 

Can I have multiple categories? 

Yes. A workflow template can contain multiple categories. 

Can I assign tasks to different people? 

Yes. Each task can have its own assignee. 

Can I create multiple workflow templates? 

Yes. You can create as many workflow templates as your organization needs.