Automation:

To trigger the new joiner onboarding workflow process:

• From your home page, go to Settings (gear icon) > Automation > Workflow> Add Workflow
• Select the Employee form from the drop-down list for which the workflow is to be configured
• Provide Workflow Name as New Joiner Workflow
• Select the status checkbox for the rule to be Active and provide description
• Select Execute based on Action
• Select 'Create'
• Under Action, go to Checklist, click on the folder icon to select the pre-defined checklists task - New joinee 
• Click Save

Now the entire new joinee onboarding process is configured. Whenever a new record is created in the Employee form, this checklist will be triggered as per the workflow configured. 

Training date and time reminder

Table of Contents

• Purpose
• Workflow process

Purpose

To know about the in-depth automation process of reminding the employees of their training date and time. This help page gives you step by step procedure of setting a reminder to notify your employees to register for a training programme. The same procedure applies for any reminder(Contract expiry date, Birthday, Visa expiry date etc.,) you wish to configure in automation. This particular scenario can be done using both date based action and time based action and both of these are explained in this page. 

Workflow process

 Using Date Based Action.

• From your home page, go to Settings (Gear icon) > Workflow under Automation > Add Workflow
• Select Registration in Form Name
• Enter Workflow Name. For eg - Training Reminder 
• Select the status checkbox for the rule to be Active and provide description
• Choose Trigger Process as Execute based on Date
• Select Start date in the Field Name drop-down list
• In Date of Execution drop-down list, select Until
• Select 'Before' from the Start Date drop-down list and provide value 15 in the number of days box
• Select 09.00 AM as Time of Execution
• Under Actions click the folder icon to map an appropriate mail alert

To configure new mail alert:

• Click on the + icon in the workflow page
• Under Form name, select the Registration form and give a name for the mail alert. For eg - Training Reminder email alert
• Under From, enter the email id if any (for eg - training@orgname.com)by clicking on the + symbol and under To, select 'Employee ID' from 'Form Fields'
• Give a suitable subject. For eg - Training Reminder for ${TID.TRAINING_ID} (you can pick this by selecting this option from the list icon)
• You can create a new message using the available merge fields

For eg -

"Dear (employee first name and Last name) (Select 'Employee ID' from the Available Merge Fields, select First Name and Last Name from 'Select Field' and click on Insert).

This is a reminder of your training of ${TID} which begins on ${Start_Date} and ends on ${End_Date}

Regards

HR Team"

You can also choose a suitable message by clicking on 'Choose from existing template' if you have a template ready.

 Tip : Click here to know how to create an email template.

• Click Save

Now you have configured a new email alert for your workflow.

• Go back to the workflow page and click Save to save your workflow

You have now configured a workflow which will get triggered based on your Trigger process. In this case, the workflow will get triggered and an email alert will be sent to the employee(s) everyday for five days until the start of the training programme.

Using Time Based Action.

The same workflow can be done as a Time based one. Follow the steps given below to do this. 

• From your home page, go to Settings (gear icon)> Workflow under Automation > Add Workflow
• Select Registration in the Form name. 
• Provide Workflow Name. Eg - Training Reminder 
• Select the status checkbox for the rule to be Active and provide description
• Choose Trigger Process as Execute based on Action
• Select Create or Edit under Action
• Click Add Time Based Action
• Provide a Name and provide Execution Time as 15 Days Before Start Date
• Click folder icon in Mail Alert and select the name of the mail alert or click + to configure a new email alert
• Click Save

As a result of this workflow, whenever a record is added or edited in the training form, an email alert will be triggered five days before the start date of the Training date. The difference between Date based and time based action is that, when you select Date based action, the workflow gets triggered on/before/after a specific date. However, when you use Time based action, you can also define a specific time (number of minutes) after/before which the workflow should be triggered. 

Record Template Attachment

Table of Contents

• Purpose
• record template attachment

Purpose

To automatically send salary slips to employees every month.

Workflow process

You can use workflow for an email to be sent every month with a copy of the salary slip. To set up this workflow, you need to have the salary slip template ready with you.

Given below are steps to get the template ready.

• From your home page, go to Settings (gear icon) > Templates > Record Template > Add Template
• Under Form Name, select Salary Slip form
• Give a name for the Template
• Under Template type, select Record Template
• In the Message, use the merge fields and type the message.

Note: You can have a spread sheet included in the message to show details like salary break up.

• Click Save

Once the Record template is ready, you can follow the steps given below to get the workflow configured to have the Salary slip emailed to employees when there is a value added to the Salary Slip form. 

• From your home page, go to Settings (gear icon) > Automation > Workflow > Add Workflow
• Select the Salary Slip form under Form name
• Give a name for the workflow - Eg: Monthly Salary slip generation
• Keep the status as active and give a description if needed
• Under Trigger Process, select Create
• Under Action, select Mail Alerts
• Click the + icon to create a new Mail alert or choose from existing template. Follow the steps given below to create a new mail alert
• Select the Salary Certificate form under Form Name
• Give a name for the mail alert
• Select From and other fields as required

Note: Under To, click the icon (image) go to Form Fields and select Employee ID. When you select the Emp ID, the email alert will be sent to the employees for whom there is a record added in the Salary Slip form.

• Under Message, you can either Create a new template or Choose from existing template.
• If you would like create a new template, type the message by inserting the fields from the Available merge fields.
• Under Attachments, select the Template from the list of record templates that you have already created
• Click Save

Once this workflow is configured, employees will receive an email alert whenever a record(or value) is added in the Salary Slip form.

Note: This is one scenario where Record Template attachment can be used. This option can be used to cater to various requirements like Address Change request, No objection certificate request etc.

Now, you have created an Approval using which the travel requests of employees who have completed one year of service in the organization can be approved.

Analytics

How do I create department wise employee count report across locations of my organization?

A report on the number of employees in each department can help you plan your hiring process better. This can be easily obtained using Analytics.

• From your home page, go to Analytics > Create Report
• Give Employee Count Report as Report name
• Under Report Type, select Chart
• Under Report Based on, select Employee

• Click Create
• From the list of fields displayed on the left side, drag the Department name field from the Department section and drop it under the column 'X-Axis'
• In the Department Name dropdown, select 'Actual'
• From the list of fields displayed on the left side, drag the Employee Id from the Employee section and drop it under the column 'Y axis'
• In the Employee ID dropdown, select Count
• Under the Location name column, drag the Location Name field from the Location section that is displayed in the list of fields on the left side and drop it under the column 'Color'
• In the Location Name dropdown, select Actual
• Click 'Click Here to Generate Graph'

• Click Save

You will be able to see the employee count in each department across locations.

Take a look at this video to help you generate this report.

How do I create a report for viewing employee vs hours logged for individual jobs?

• From your home page, go to Analytics > Create Report
• Give a name for the report. Eg - Hours of work for employee vs Jobs
• Select the Report type

Note: If you would like to get the exact count of the number of employees, it is good to use the Pivot option. If you select Chart, the report will only give a range for employees and not the exact count.

Here, we will be choosing the Pivot option.

• Select Pivot from the report type
• Under Report Based On, select Time Logs
• Click Create

On the left hand side, you will be able to see the list of field names which you can use for your columns, rows and for data.

• Select the Employee Name field from the Employee section
• Drag and drop this to the Rows section
• From the Jobs section, select Job Name and drag and drop it in the Rows section
• From the Time Log section, drag the Hours field and drop it in the Data section
• Click on 'Click here to generate Pivot'
• Click Save

You will see the Pivot chart displayed as shown in the video below. You can also see the grand total at the bottom.

How do I extract a report to view time logs for a particular month for employees?

Follow the steps given below to generate this report.

• From your home page, go to Analytics > Create Report
• Give a name for the report - Eg : Monthly time log report for Employees
• Under Report Type, select Pivot
• Under Report Based on, select Time Logs
• Click Create

On the left hand side, you will see that there are section under which field names are grouped together.

• Drag the Date field from the Time logs section and drop it in the Columns section
• After the drag and drop, you will be able to see that there is a drop down for the date field
• Select the Full date option here
• Drag and drop the Job Name field, from the Job section in the Rows section
• Drag the Employee name field from the Employee section and drop it in the Rows section
• Drag the Hours field from the Time Logs section and drop it in the Data section of the Pivot
• Under the Filter, drag and drop the Job Name field from the Jobs section and select 'Actual' from the drop down
• Check the Jobs for which you would need the report
• Drag and drop the Date field from the Time Logs section and select 'Actual' in the drop down
• Check the Month for which the report needs to be generated
• Click on 'Click to Generate Pivot'
• Click Save

It will be useful to watch the video given below for generating this report. 

How do I generate a report to view estimated hours against logged hours for employees?

Follow the steps given below to get this report generated.

• From your home page, go to Analytics > Create Report
• Give a name for the report - Eg - Estimated hours vs logged hours for employees
• Under Report type, select Chart
• Under Report based on, select Time Logs
• Click Create

On the left hand side, you will see that there are section under which field names are grouped together.

• From the Jobs section, drag the Job Name filed and drop it in the X axis section
• Drag the Hours field from the Assignees section and drop it in the Y axis section
• Drag the Hours field from the Time Log section of the left hand side and drop it in the Y axis section

In this report, we will be using a filter and an user filter. The filter tab will be used to display the fields that should be filtered. In this case, you can choose to filter out and display only some of the jobs. User Filter helps you choose the field that will be visible as filter in the view mode. Here, we can select the Employee Name field as user filter so that the report can be seen only for specific employees.

• Select the Job Name from the Jobs section and drop it under the Filter tab
• Under Values, check the Job names that need to be displayed. You can also search for a job name using the Search tab
• Select the Employee Name from the Employee section on the left hand side and drop it under the User Filter tab

If you hover your mouse over the field name, you will see that there is an edit option (pencil icon). You can click on this to select options like Single select (to filter a single value from the drop down), Multi select (to select more than one value from the drop down). You can also delete the user filter by using the delete icon. This icon can be seen if you hover the mouse over the user filter name.

Once you have selected the field names for filter and user filter, click on 'Click to generate graph'

You will be able to see the report as shown in the video given below. 

You will be able to see the filter at the left side top corner using which you can select the user for whom you need to see the report.

How do I generate a report to view the billable status of jobs for specific employees?

Follow the steps given below to generate this report.

• From your home page, go to Analytics > Create Report
• Give a name for the report - Eg - Billable status of jobs for employees
• Under Report type, select Chart
• Under Report based on, select Time Logs
• Click Create

On the left hand side, you will see that there are section under which field names are grouped together.

• Select the Job name from the Jobs field and drop it in the X axis section
• Select the employee name from the Employee field and drop it in the Y axis section. Here, you will be able to see a drop down embedded in the field name. Select 'Count' from the drop down
• From the Time Logs section, select Billable Status field and drop it in the color section
• Drag the Employee Name from the Employee section and drop it under User Filter
• Click on 'Click here to generate graph'
• Click Save

Under Filter, you can choose the employee name whose report you want to see.

Take a look at the video given below to generate this report. 

How do I generate a report to see employees' weekly time log details for a particular client?

Follow the steps given below to generate this report.

• From your home page, go to Analytics > Create Report
• Give a name for the report Eg - Weekly Time log details
• Under Report Type, select Pivot
• Under Report Based on, select Time Logs
• Click Create
• Drag the Employee Name field from the Employee section on the left hand side and drop it under Column
• Drag the Job name field from the Jobs section on the left hand side and drop it under Rows
• Drag the Hours field from the Time Logs section on the left hand side and drop it under Data
• Select 'Distinct' from the drop down in order to get the hours rounded off
• Drag the Client Name field from the Clients section on the left hand side, drop it under Filter and select the option 'Actual' from the drop down

The list of all clients will get displayed.

• Select the client name as required
• Drag the Date field from the Time Logs section on the left hand side, drop it under Filter and select the option 'Relative' from the drop down
• In the next row, select Week from the list Common, Year, Quarter etc
• Check 'This Week' among the options like This Week, last week, Next Week etc

Selecting This week is essential when you would like to generate report for the current week.

• Click on 'Click to Generate Pivot'
• Click Save

Now, you will be able to see the report of Time logs that are done for the current week for employees. The video given below will help you have this report generated. 

How do I create a report to see the monthly count of new joinees in each department?

Using Analytics, you can create a report to give you the count of new joiness of each department month wise.

Follow the steps given below to generate this report.

• From your home page, go to Analytics > Create Report
• Give a name for the report. Eg - Monthly new joinee report
• Under Report Type, select Pivot'
• Under Report based on, select Employee and click Create
• From the Designation section on the left hand side, drag the designation name and drop it under Rows
• From the Department section on the left hand side, drag the department name and drop it under Rows
• From the Employee section on the left hand side, drag the Employee Name and drop it under Rows

Now the report will reflect the Employee names and give details like their designation name and department name. In order to find out the total number of new joinees in each department, the date of joining field should be used.

• Drag the Date of Joining field from the Employee section on the left hand side and drop it under User Filters
• Click Generate Report and click Save

The report generated will have an user filter in which you can give a date range (in this case you can select the desired month as the range). You will be able to see the new joinee count for each department listed.