How to use a Simployer workflow template as a starting point

How do I use a Simployer workflow template as a starting point?

Simployer One includes ready-made workflow templates that you can use as the foundation for your own processes. Instead of creating every workflow from scratch, you can duplicate an existing template and customize it to match your organization's needs. 

Duplicating a template allows you to keep the original Simployer template unchanged while creating your own editable version. Simployer templates cannot be edited or deleted directly. Only Duplicate is available for them. 

Before you begin

• You must be signed in as an Owner.  
• Decide whether the built-in template already covers most of your process or whether creating a new workflow template from scratch would be more appropriate.  
• Changes you make only affect your copied version of the workflow template.  

How do I duplicate a Simployer workflow template?

1. Navigate to Automations -> Workflows and select Manage templates. 
2. Select the Created by experts tab to see the Simployer workflow templates. 
3. Locate the template you want to use. You can select the template name to view its content. 
4. Select the three-dot menu on the template and select Duplicate.  
5. Enter a name for your new workflow template.  
6. Select Duplicate.  

Your organization now has its own copy of the workflow template that can be edited without affecting the original Simployer version. You find the copy under Created by you. 

Important 

The original Simployer workflow template remains unchanged. All edits are made only to your duplicated copy. 

Important

Some Simployer templates have an automatic trigger. A switch in the Trigger event column shows whether it is active. Do not turn it on before you have reviewed the template and its scope. 

What can I customize after duplicating a workflow template?

After duplicating a workflow template, you can modify every part of the copied version to fit your organization's process. 

You can customize: 

• Workflow name
• Description  
• Categories  
• Tasks  
• Task descriptions  
• Assignees  
• Deadlines  
• Links  
• Workflow scope  
• Workflow trigger  

This allows you to adapt the template to your internal processes while keeping the overall structure provided by Simployer. 

How do I edit workflow categories?

Categories organize related tasks into sections, making larger workflows easier to manage. 

To edit a category: 

1. Open your duplicated workflow template with Edit and select Continue until you reach Setup tasks. 
2. Select the category you want to edit.  
3. Update the category name in the category's name field.  
4. Save your changes by selecting Continue and then Save as template. 

You can also create additional categories with Add category + or remove categories that are not relevant to your organization. 

Examples of categories include: 

• HR  
• IT  
• Payroll  
• Manager  
• Facilities  

How do I edit workflow tasks?

Each category can contain one or more tasks. 

To edit a task: 

1. Open the workflow template with Edit and go to Setup tasks.  
2. Select the task.  
3. Update the task information directly in the task's fields and icons.  
4. Save the changes with Continue and Save as template. 

You can modify: 

• Task title
• Task description  
• Assignee  
• Deadline  
• Supporting links  

Review every task before using the workflow to ensure it matches your organization's onboarding process.

How do I add new tasks?

If your organization has additional onboarding activities, you can add new tasks to any category. 

To add a task: 

1. Go to Setup tasks in your duplicated template. 
2. Select Add task + in the relevant category.  
3. Enter the task title.  
4. Add a description if needed.  
5. Assign the task with the @ icon.  
6. Configure the deadline with the clock icon.  
7. Add any relevant links with the link icon.  
8. Save the task.  
9. Repeat these steps for every additional task you want to include. 

The tasks are saved when you select Save as template. Continue stays disabled until every task has a title. 

How do I remove tasks?

If a task does not apply to your organization, you can remove it from your duplicated workflow template. 

To remove a task: 

1. Open the workflow template with Edit and go to Setup tasks.   
2. Select the X to the right of the task. 
3. Select Continue and Save as template. 

The task is removed immediately, without a confirmation step. 

Deleting a task only removes it from your copied workflow template. It does not affect the original Simployer template. 

How do I change task assignees?

Each task can be assigned to the person responsible for completing it. 

Depending on the workflow configuration, you can assign tasks to: 

• Employee  
• Employee's manager  
• Selected scope  

Review every task to ensure it is assigned to the appropriate person or group before using the workflow. 

How do I update task deadlines?

Every task can have its own deadline. 

You can modify: 

• Time unit (days, weeks, or months)  
• Reference point  
• Deadline value  

You can also replace the relative deadline with a specific date. 

For example, after duplicating a workflow template, you may want to change an IT task from 3 days before the first employment start date to 7 days before the first employment start date. 

Updating deadlines helps ensure that tasks fit your organization's onboarding timeline. 

How do I change the workflow trigger?

The duplicated workflow can use either a manual or automatic trigger. 

You can update the trigger to match your organization's process in the Setup trigger step. Turn Use automatic trigger on or off. 

Automatic triggers include: 

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

If you choose a manual trigger, you can also update the recommendation text that helps users understand when the workflow should be started. 

How do I save my changes?

After making your changes: 

1. Review the workflow template on the summary page. 
2. Confirm that categories, tasks, assignees, and deadlines are correct.  
3. Select Save as template

Your customized workflow template is now ready to use. 

Best practices

Tip 

Review every copied task before using the workflow. Built-in templates are intended as starting points and may need adjustments to match your organization's processes. 

Tip 

Keep task names short and action-oriented so assignees immediately understand what needs to be done. 

Tip 

Remove tasks that are not relevant instead of leaving them incomplete. 

Important 

If the workflow will be connected to an onboarding template, test it with a small group before using it for all new employees. 

FAQs

Does editing my workflow template change the original Simployer template? 

No. Editing your duplicated workflow template only affects your organization's copy. 

Can I add my own categories? 

Yes. You can add, edit, or remove categories as needed. 

Can I delete tasks from a copied template? 

Yes. Tasks can be removed from your duplicated workflow template without affecting the original template. 

Can I change the trigger after duplicating the template? 

Yes. You can switch between automatic and manual triggers and update the workflow configuration at any time. 

Can I use my customized workflow in onboarding? 

Yes. After customizing the workflow template, you can connect it to an onboarding template.