Workflows are created in the Admin Section by Admins or Super Admins, and then actioned on individual Activity pages by team members.
Setting up a workflow
To create a new workflow, navigate to the Admin Section, and go to Workflows. Here you'll be able to see all the workflows and tasks setup in your Sapling account.
The Tasks are the individual items that need to be completed as part of the Workflow, and consist of the following:
- Any attachments
- An Assignee
- Due Date
When creating tasks and workflows, Sapling now allows you to assign one of the following:
- Existing Team Members: search and find the right guy or gal
- Hire: the team member onboarding or offboarding
- Buddy: the buddy of the team member
- Manager: the manager of the team member
- Workspace: a workspace that you have set-up in your Sapling account
- Coworker: assign a task to any coworker based on their role. To do this, you will first want to head to the Profile Setup and create a new coworker field
Sapling provides the ability to break large tasks into smaller, more manageable, pieces called sub-tasks. Sub-tasks can be used to simplify your task and provide the right instructions to your team.
Additionally, Sapling enables team members to communicate on tasks with @mentions. Sapling's Task Comments empower your team to ask questions, provide extra information, or offer insights on tasks.
When creating tasks and workflows, Sapling allows you to schedule when tasks will be assigned to team members. Sapling's Task timelines allow you to structure longer term team member's experience plans by delaying the assignment of tasks to a future date.
This ensures that Sapling provides the right information at the right time. For example, you can create task timelines to schedule 30-60-90 day reviews or review cycles.
To schedule a task timeline, toggle the Task Timeline to
Assign Later and select the number of days before the task is due that we should notify the individual assigned. Sapling will then notify the task owner in the future about their upcoming tasks.
Team members with pending tasks won't be able to see the tasks until they are assigned, but team members with
View & Edit access of tasks will be able to see those that have not yet been assigned (i.e. Sapling Admins and managers).
Using Sapling's Tokens
Sapling's tokens allow you to create dynamic tasks and workflows for your team member's experience program. Tokens are a great shortcut to efficiently and effectively include the relevant information within your tasks and workflows.
Workflow can be assigned to your team in three different ways:
- Onboarding New Hires
- Internal Transitions (for Existing Team Members)
- Offboarding Team Members
1. Onboarding New Hires
New Hire Onboarding is a five-step process that allows you to effectively coordinate your onboarding program with other stakeholders. You can allocate tasks on step #3 of this process.
2. Internal Transitions (for Existing Team Members)
Sapling also supports HR teams to manage internal transitions (such as promotions, relocations or transfers) through the tasks and workflows engine.
You can allocate these Workflows to any individual directly on their tasks page. using either one of Sapling's best practice templates or a new one you've created.
This allows personnel changes to be streamlined through Sapling, ensuring team member's data changes are managed, internal tasks completed and documents signed.
3. Offboarding Team Members
The offboarding process allows you to assign activities during step #2 of the process.
Team members allocated tasks to complete will receive a notification letting them know what they need to do, for whom and by when. You can customize this email in your Sapling email settings.