Training

The Training Workflow allows a user of Employee Self Service to potentially request enrolment into a particular training session and to have this request sent to their manager, a training administrator or anyone else who needs to be informed of the request.

Prerequisites

Rules and Guidelines

  • Multiple Training Workflows can be setup, but only one Training Workflow can be active at any time.
  • The Enabled tick box indicates which workflow will be applied when a training request is submitted.
  • The request will require approval before it is then added to the Enrolments window.
  • Workflow Roles are used at various stages of the workflow to identify recipients of emails, tasks and notifications.
  • The workflow must be saved first before adding the step IDs or tasks.

 

Field Information

Enter a code of up to 20 characters that represents this workflow.

Enter a description of the workflow.

Select the Preceda User who will be the administrator of this workflow.

  • In the event of a task being escalated, the administrator will be notified via email or the To Do List.

 

Specify the number of days assigned to this workflow for completion before it is escalated to the administrator for attention.

Example

The entire workflow is assigned an escalation period of 10 days, if the workflow is not completed within the 10 days it is escalated to the administrator of the workflow for attention.

 

Enable Enable the workflow.
Disable   Disable the workflow.

 

Step ID

The Training workflow consists of three steps, all three of these steps have predefined tasks which are governed by the system; however User Defined Tasks can be setup and allocated to all Step IDs.

This workflow is initiated from the Training Request option in ESS.

  • User Defined Tasks can be added.
  • By default if a User Defined Task is not added, notification of this task will be issued to the employee's Report To position.

 

This step requires the manager to review the request and approve/reject it.

  • Additional tasks can also be added to this step.

 

Any task added to this step will be performed when the training is being reviewed.

  • This will only be marked in the workflow as completed when a Manager User has the training request.

 

When drilling down on any of the steps, all predefined task are displayed, and allows for user defined tasks to be setup.

To add further tasks to this step select the New Task button.

  • Email - automatically sends an email to the allocated address.
  • To Do - adds a task to the allocated manager's To Do List in the navigator.
  • The workflow will not continue to the next stage until the task has been marked as Complete.

 

This is a description of the email being sent.

By default, this option will be selected and can be used to disable the task without deleting or removing the entire workflow, i.e. during the testing of this workflow or to temporarily disable.

 

Select the task which will be processed after this.

  • If more than one task is set to run after the same task, they will appear in the workflow in parallel.
  • If the tasks are added in sequence, they will be added in series.
  • This field should be carefully considered when designing the workflow, as this will either allow several tasks to be active at the one time, or to have each task reliant on one individual other task.

 

Fixed Sends the email to whichever address has been entered into the Email Address field below.
Lookup Sends the email to a recipient based on the selected Role.
Originator Sends the email to the user who initiated the training.
Employee Sends an email to the employee who requested the training.

 

Fixed Method

Email Address

Only available if Fixed is selected

An email will be sent to the address entered into this field.

Lookup Method

Role Type

Only available if Lookup is selected

ID Number Select a specific employee.
Manager Select a
Position Select a specific position ID number. The email will be sent to all employees in the selected Position.
Role Select a specific Role.
User Select a specific Preceda User.
Relative To  

If the Manager option is selected as the Role Type, the manager based on another Task can be selected, or the manager of the employee can be selected.

  • If the role resolves to a manager, this field determines whose manager is used.

 

Enter the text to be displayed in the Subject line of the email.

A list of variables can be used to create a specialised message relating to the step which could include the name of the employee and their address details etc.

This displays any variables, as a result of selecting the Add Variable button, or any manually entered text. This message will appear in the body of the email.

Attachment

Extract Attach a Presenter extract.

 

Use the Browse button to search and select the extract to be attached.

These are any parameters specified during the creation of the extract. (This is only available when a specific Prevar setting is activated).

 

Each of the various steps may contain one or more tasks which are to be completed in succession or as part of a single task. Whilst completing the workflow, it is possible to view it by clicking on the Workflow Diagram button. A diagram of the workflow created so far will be displayed.