Getting Started for Admins

Everything you need to know about Tasks and Workflows

How to drive a streamlined and consistent employee experience through tasks and workflows.

Creating workflows within Sapling is arguably the core of our superpowers. Workflows act as the foundation to create automated, consistent, and repeatable processes to free up your team’s time.

These workflows encompass all the tasks and stakeholders involved in any employee transition. Workflows typically handle your to-do lists during processes like Onboarding, Offboarding, Relocation, Promotion, or something custom (for ex: maternity/paternity leave).

Defining Tasks vs. Workflows

A task is an action item assigned to either a specific persona (ex: “Manager”), a specific person (ex: Harry Potter), or a workspace (ex: the IT department, in which all IT members would have the ability to complete the task.).

A workflow is a collection of tasks, and is the simplest way to group related tasks together to mass-assign to a relevant employee.

As an example: let's say you have 2 office locations (San Francisco and Dubai), as well as a remote worker population around the globe - and you want to create multiple workflows to automate your onboarding process. Commonly, we’d see multiple onboarding workflow options to cover the different tasks that would be associated with each location: 

  1. New Hire Onboarding - Tasks for ALL new employees
  2. New Hire Onboarding - Tasks for SF Team 
  3. New Hire Onboarding - Tasks for Dubai Team 
  4. New Hire Onboarding - Tasks for Remote Teams

Each workflow only has the necessary tasks involved for its subset group. This way, when you assign one (or most commonly, multiple) workflows at a time, you instantly notify the appropriate task owners of what needs to be done and when it needs to be done by.

For inspiration on what types of Workflows could be most helpful for your team, check out our How to maximize Workflows for the entire Employee Lifecycle help article :) 

Setting up a workflow

Workflows are created by Admins or Super Admins from the Workflows menu.

To create a new Workflow, navigate from Home>Workflows. On this page, you'll see 5 tabs that organize your Workflows based on what employee process type that they apply to (Onboarding, Offboarding, Relocation, Promotion, or Other).

To create a new Workflow, select "Add Workflow" from the upper righthand menu of any of the 5 tabs. Select what Location, Department, and Employee Status the workflow applies, and hit "Create Workflow."

Adding a Task to a Workflow

After creating a workflow, you can add tasks that belong to that particular flow.

In the task menu, you'll be able to customize exactly what needs to be accomplished, by who, and when.

Here is a breakdown of all the ways to customize your tasks:  

= the name of the task. For example: "Review the Employee Handbook"

Assigned to = who you'd like to complete the task

Assigned on = the date you'd like the task to be assigned (aka when you'd like the assignee to be notified they have a task) 

Due Date = the date the task needs be completed by in relation to the day the workflow is assigned (or, specifically for Onboarding workflows, the date the new hire starts)

Description = what the task is about. For example: "Please read the handbook and let your manager know if you have questions" 

Attachments = any media you'd like to attach. For example: PDFs, Word Docs, videos etc.

Subtasks = a way to break later tasks into smaller, more manageable, pieces called sub-tasks. For example: if the task is "Set up all Sales Tools", the sub-task could be a list of all the tools they need

Tokens = a way to customize tasks by inserting relevant profile field information. For example: if you want the task to say "Hi, FIRST NAME - we're so excited to have you on the team", you can insert the "First Name" token to customize that message


How to assign a Workflow

Workflows 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. During the onboarding process, you will be able to assign your workflows to the new hire during Step 3 (in the "Assign Activities" section).

2. Internal Transitions (for Existing Team Members)

Sapling also supports HR teams to manage internal transitions for existing employees (such as promotions, relocations, parental leave, etc).

You can allocate these types of Workflows to any individual directly from the tasks page on their profile.

3. Offboarding Team Members

​When you are Offboarding a member of your team, you will also be given the option to assign workflows during this process. You will be given this option during Step #3 ("Assign Activities") of the Offboarding process.

What happens after a workflow is assigned? 

Once assigned, all task owners will be notified of their task list via email (you can edit what this notification looks like in your Email Templates).

Additionally - Sapling enables team members to communicate on existing tasks with @mentions. Sapling's Task Comments empower your team to ask questions, provide extra information, or offer insights on tasks​ at any point.

Still no luck? We are here to help!

People Operations can be complex - contact our customer success team to get in touch with you.

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