Request new staff position

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

Next you'll notice that there are five faded out fields. These are called 'hidden fields'. These fields capture information without displaying them to the user and make their information available to other tasks in the workflow.

The workflow starts when a logged-in person fills in this form with their request for a new staff position to be created.

Notify HR of request

Human resources is notified of the request for a new staff position. A link at the bottom of the email leads them to the next task.

Kotive creates the content of the email by pulling in the feedback from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the first form. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to HR, it won't look like it does now, it will all be normal text, because the workflow will look at the previous form and put the information from that form into this email.

HR create job description

This form task has one condition:

Activate this task when...
'Role' IS 'HR'

This form can only be viewed and completed by somebody from Human resources.
Human resources reviews and edits the information supplied by the originator, and suggests a salary amount, in order to create a job description for the new staff position.

Request job description review

The original employee receives an email requesting that they review the job description. A link at the bottom of the email leads them to the next task.

Review job description

The originator reviews the job description that HR has put together. If they're unhappy with the description, they make changes and indicate that they aren't satisfied with the job description. Otherwise, they leave the fields as they are and indicate that they are satisfied with the job description.

Based on the decision made by the originator in this form, either the 'Notify HR of approval' email task will be activated next, or the 'Notify HR of changes - sub-workflow' sub-workflow will be activated next.

This is possible because of conditions.

Notify HR of approval

This email task has one condition:

Activate this task when...
'Are you satisfied with the job description?' IS 'Yes'

This email will only be sent if the originator was happy with the job description in the previous form task.
Human resources receives an email informing them that the originator approved the job description, and that management will receive an email requesting them to review the description.

Notify HR of changes - sub-workflow

This sub-workflow has one condition:

Activate this task when...
'Are you satisfied with the job description?' IS 'No'

This sub-workflow will only be activated if the originator was unhappy with the job description in the 'Review job description' form task.

Notify HR of changes

Human resources receives an email informing them that the original employee was dissatisfied with the job description, and that they requested changes to be made.

A link at the bottom of the email leads them to the next task.

Create job description 2

This form task has one condition:

Activate this task when...
'Role' IS 'HR'

This form can only be viewed and completed by somebody from Human resources.
Once again, Human resources reviews and edits the information supplied by the originator.

Request job description review 2

Again, the original employee receives an email requesting that they review the job description. A link at the bottom of the email leads them to the next task.

Review job description 2

Once again, the originator reviews the job description that HR has put together. If they're unhappy with the description, they can cancel the request for a new staff position. Otherwise, they indicate that they are satisfied with the job description.

Based on the decision made by the originator in this form, either the 'Notify HR of disapproval' email task will be activated next, or the 'Notify HR of approval 2' email task will be activated next.

This is possible because of conditions.

Notify HR of disapproval

This email task has one condition:

Activate this task when...
'Are you satisfied with the job description or do you want to cancel the new staff position request?' IS 'Cancel'

This email will only be sent if the originator was unhappy with the job description in the previous form task, and decided to cancel the new staff position request.
Human resources receives an email informing them that the request for a new staff position has been canceled. The reason for the cancellation is included in the email.

If the original employee canceled the request in the previous form task, then the workflow is finished as soon as this email has been sent, and no more tasks are activated from this point forward.

Notify HR of approval 2

This email task has one condition:

Activate this task when...
'Are you satisfied with the job description or do you want to cancel the new staff position request?' IS 'Yes'

This email will only be sent if the originator was happy with the job description in the 'Review job description 2' form task.
Human resources receives an email informing them that the originator approved the job description, and that management will receive an email requesting them to review the description.

Request management review

This email task has one condition:

Activate this task when...
'Are you satisfied with the job description?' IS 'Yes'

This email will only be sent if the originator was happy with the job description in the 'Review job description' form task. If the originator only approved the job description in the 'Review job description 2' form task, then a similar email ('Request management review sub') will be sent, which pulls in the fields from that form, instead.
Management receives an email informing them that a request for a new staff position has been made. A link at the bottom of the email leads them to the next task.

Management review

This form task has two conditions:

Activate this task when...
'Are you satisfied with the job description?' IS 'Yes'
AND
'Role' IS 'Manager'

This form can only be viewed and completed by a manager, IF the originator was happy with the job description in the 'Review job description' form task. If the originator only approved the job description in the 'Review job description 2' form task, then a similar form ('Management review sub') will be displayed, which pulls in the fields from that form, instead.
Management reviews the job description, makes changes if necessary, and approves or denies the request for a new staff position.

Management approved request

This email task has one condition:

Activate this task when...
'Do you approve the request for the new staff position?' IS 'Yes'

This email will only be sent if the manager approved the request for a new staff position in the previous form task. If the manager approved the request in the 'Management review sub' form task, then a similar email ('Sub Management approved request') will be sent, which pulls in the fields from that form, instead.
The original employee and Human resources both receive an email informing them that the request for a new staff position has been approved.

Management denied request

This email task has one condition:

Activate this task when...
'Do you approve the request for the new staff position?' IS 'No'

This email will only be sent if the manager denied the request for a new staff position in the 'Management review' form task. If the manager denied the request in the 'Management review sub' form task, then a similar email ('Sub Management denied request') will be sent, which pulls in the fields from that form, instead.
The original employee and Human resources both receive an email informing them that the request for a new staff position has been denied. The reason for denial is pulled in from the 'Management review' form task.