eHub: Setting up a Personnel Request Workflow

Workflow Hierarchy

1. eHub will first check for a workflow set up for a specific Job in the Job Master File (Job Requirements tab)
2. eHub will then check for any workflow set up at the tier level in (SYS: eHub Setup (Workflow tab))
3. eHub will check for a Default Workflow Job in the Customer Master File
4. If workflows are not found, then eHub will use the workflow marked as ‘Default Workflow’ in SYS: Workflow Setup.

Workflow Hierarchy Specific to Personnel Requests

1. Single existing job - (Steps 1-4)
2. Multiple existing Jobs with all the same job (Steps 1-4)
3. Single new job – (Steps 3-4)
4. Multiple real job or new jobs not all the same job (Steps 3-4)

Note:  If you allow multi-job personnel requests in eHub, do not use a job supervisor e-mail group for the Personnel Request Default. The code does not go out to each job and find the applicable supervisor to send an e-mail to. For these requests, since it cannot reconcile an email address, the workflow immediately stops and Expires on Total Timeout. A valid e-mail address must be used for this workflow setup.

Example No. 1: Default Workflow for Personnel Requests

You want to set up a Default Workflow for Personnel Requests generated by customers or employees. You want these requests to be approved by the job supervisor and your scheduler. Personnel Requests follows this Default Workflow, unless you have designated an alternate workflow for requests for a particular job in the Job Master File or you have assigned a Job Tier to Personnel Requests in eHub Setup (eHub 2 tab) and then selected a Job Attribute in Workflow Setup for Personnel Requests.

1. Create a new Workflow and name it "Default Personnel Request Workflow" or something similar.
2. Choose the Personnel Request Workflow type.
3. Choose the Approvals option under Mode.
4. Select the Default Workflow check box.
5. Select the Active check box.
6. Enter Timeout Information.
7. Select the CC: Originator on All Actions check box if appropriate. (You may want to keep your customer informed of the progress of the request.)
8. Select Simple or Advanced E-mail Templates.
9. In the Steps grid, enter the name of the first step -- "First Step", "Step 1" or "Job Supervisor" or similar.
10. Enter an Action for each instance: On Approval, On Escalate and On Timeout for the step.
11. In the Assignees grid, select a particular employee or choose the Job Supervisor E-mail Group. Remember E-mail Groups are based on tiers set up in the Job Master File and set up by double-clicking the E-mail Group field in the Timeout Information section or in the Assignees grid.
12. For the second step in the Steps grid, name it and enter Actions for each instance.
13. In the Assignees grid, select the employee in charge of scheduling or choose an E-mail Group and select that in the grid for the second step.

Example No. 2: Workflow for Personnel Requests with New Jobs

Generally, you will not have to set up a new Workflow in the case of Personnel Requests with New Jobs - that is, Jobs that do not currently exist in WinTeam. Personnel Requests containing New Jobs follow the Default Workflow for Personnel Requests.

However, if a Job Supervisor is included in the Default Workflow, the Request will fail because the Job does not exist in WinTeam, therefore, there is no job supervisor to send a notification to. A Default Workflow Job must be designated in Customer Master Files in this case; any Personnel Requests containing New Jobs submitted by or on behalf of a customer will follow whichever Workflow is set up for the job indicated in the Customer Master File. Remember, this is only the case if a job supervisor is part of the Default Workflow.

Example No. 3: Workflow for Customer Work Request for a Specific Job

Most Personnel Requests go to the job supervisor and then to the scheduler, but one job requires approval from the regional manger before going on to scheduling. So, any requests for personnel that come from this particular job must go through the regional manager. In this instance, you would designate an alternate workflow for Personnel Requests in the job's Job Master File.

Any Personnel Requests coming from customers or employees associated with job ABC would follow the job ABC Workflow. Follow the same process as above to set up workflows for other jobs as necessary.

1. You would begin by setting up a workflow named "Job ABC Personnel Request" or similar.
2. Choose the Personnel Request Workflow type.
3. Select the Activecheck box in order for this Workflow to appear in the list in the Job Master File.
4. Enter Timeout Information.
5. Select the CC: Originator on All Actions check box if appropriate.
6. Select Simple or Advanced E-mail Templates.
7. In the Steps grid, enter the name of the first step -- "First Step", "Step 1" or "Job Supervisor" or similar.
8. Enter an Action for each instance: On Approval, On Escalate and On Timeout for the step.
9. Designate the First Step Assignee by choosing the Employee who is the Job's Supervisor.
10. For the second step in the Steps grid, name it and enter Actions for each instance.
11. In the Assignees grid, select the employee in charge of scheduling or choose an E-mail Group and select that in the grid for the second step.
12. For the third step, name it and enter Actions for each instance.
13. Designate Second Step Assignee to be the Regional Manager either by choosing the Employee who is the Regional Manager or by setting up a Regional Manager E-mail Group and selecting that.
    14. Go to the Job Master File of the Job you set up the Workflow for, and in the Job Requirements tab select "Job ABC Personnel Request" workflow for Personnel Requests.

Example No. 4: Workflow for Personnel Request Based on a Job Attribute

It does not make sense for you to rely on a Default Workflow to take care of all your company's Personnel Requests because you have a few different branch offices. So, you decide to set up different workflows for each of your company's branches. (Note: You still must have a Default Workflow set up for Personnel Requests, regardless.) You want the job supervisor as well as the branch manager to approve the Personnel Requests.

Any request submitted from customers or employees associated with jobs from branch ABC would go through the branch ABC workflow. If any Personnel Requests are submitted and are not associated with jobs from any of the branches that have workflows set up, those requests will follow the Default Workflow for Personnel Requests.

1. First, in the eHub Setup screen (eHub 2 tab) under Workflow Process Defaults, choose "Branch" for Personnel Requests. Remember, the choices here are based on Job Tiers set up in the Job Master File.
2. Then set up a workflow named "Branch ABC Personnel Request" or similar.
3. Choose the Personnel Request Workflow type.
4. Select the Activecheck box.
5. Enter Timeout Information.
6. Choose a Branch under Job Attributes. The choices here are based on the tier chosen in the eHub Setup screen.
7. Select the CC: Originator on All Actions check box if appropriate.
8. Select Simple or Advanced E-mail Templates.
9. In the Steps grid, enter the name of the first step -- "First Step", "Step 1" or "Job Supervisor" or similar.
10. Enter an Action for each instance: On Approval, On Escalate and On Timeout for the step.
11. In the Assignees grid, select a particular employee or choose the job supervisor E-mail Group. Remember E-mail Groups are based on tiers set up in the Job Master File and set up by double-clicking the E-mail Group field in the Timeout Information section or in the Assignees grid.
12. For the second step in the Steps grid, name it and enter Actions for each instance.
13. Enter an Action for each instance: On Approval, On Escalate and On Timeout for the step.
14. Designate the Second Step Assignee to be the branch manager by choosing the Employee who is the branch manager.
15. Proceed as above for other Branch-based Workflows, choosing the appropriate Branch in the Job Attributes section for each Workflow.

Example No. 5: Workflow for Canceled Personnel Requests

Personnel Requests are the only requests that can be changed or canceled at any time during the workflow process, even after final approval. When a request is modified in any way during the workflow process, the system essentially cancels the original request and the corresponding workflow and begins a Cancel Personnel Request Workflow to notify customers, employees and workflow Assignees of the change or cancellation. In the case of a change, a new, updated request reflecting the change is created and the Workflow starts over. This means a Cancel Personnel Request Workflow is necessary. See the Creating Personnel Requests topic for more details on this process.

1. Begin by creating a new Workflow and naming it "Cancel Personnel Request" or similar.
2. Choose the Cancel Personnel Request Workflow type. This type defaults to No Approvals and Send Notifications. No Timeout Information is necessary.
3. Select the Active check box.
4. Select the Default Workflow check box to set it as the Default for all canceled requests.
5. The E-mail Template defaults to the simple Cancel Service Request Template. Select that template.
6. In the grid, select the people or group you want to receive the notification of cancellation. The Contact field is for customer contacts. You can also select employees or E-mail Groups.
7. When a request is changed or canceled, this Workflow will notify those specified in the grid. No action is necessary.