This article provides all the information you will need to participate in the beta test for custom workflows. Thank you for participating in this beta test.

Tip
Click the Follow button at the top right of this page to receive an email notification that includes current information on the development and progress of the individual beta phases.

The beta testing procedure

Sign up for the beta test: To participate in the beta test, we ask you to sign up for it here.
Unfortunately, we have a limited amount of seats for beta testing, which means that you will not have access to the feature right away.

Once you're part of the beta test, we will notify you with an in-app notification. The functionalities listed below will be activated in your Personio account.

Scope of the beta test

The following functionalities are available as part of the beta test:

• Create custom workflows
  Custom workflows allow you to create workflows with a set of predefined actions that are automatically executed. These actions can be approval requests, tasks, or notifications.
• Execute custom workflows
  The execution of a workflow is triggered by the submission of a form. The form can be customized to fit the needs of the workflow.

What are custom workflows?

With custom workflows, you have the ability to create personalized workflows for your company. They can, for example, be used for processes such as promotions or role changes.

Within the action catalog, it will be possible to add approval requests, tasks, and notifications to the workflows. Employees can trigger the created workflows from their Home area by filling in a predefined form.

Create a custom workflow

Under Settings > Workflows > Custom Workflows, you can see all created workflows. Click on one of them to view the details. Note that existing workflows cannot be edited.

Note
Only Administrators and employees with edit rights for Custom Workflows have access to this area.

Create a form

The first step in the creation of a custom workflow is to set up a form. Forms are used to execute a workflow. They can be populated with various fields that need to be filled in by the employee before submitting the form. This information will be visible to everyone who receives a task or approval request connected to the custom workflow.

Follow these steps to create a form:

1. Click Create workflow.
2. Click on the pencil icon next to the workflow name to rename the workflow.
3. Under Available Actions, click on the Form box, and then click Create a form.
4. Give the form a name and add a clear description. Both these fields will be visible to employees when they decide which form to submit.
5. Click Add new field to add more fields to the form. Give each field a name, select whether it should be short or long text, and choose if the field is mandatory to fill in.
6. Click Save form to add it to your workflow.

Tip
Until you save your custom workflow, you can always return to the form to change the name or description, or to add, change or delete form fields.

Add actions to your custom workflow

After creating a form, you can start to add actions to your workflow. Follow these steps:

1. Click Add a step.
2. Under Available actions, select one of the following:
   
   ▶︎ Notification: Define messages that inform the employee about something that happened.
   ▶︎ Task: Define concrete actions for the selected employee.
   ▶︎ Approval: Define customized approval requests for the employee.
   

   Note
   If you add an approval request to your workflow, you need to add at least two more actions for when the request is approved or rejected.
   
   

3. Under Choose an assignee, use the drop-down menu to select one of the following:
   • Employee: any active employee in your company
   • Role: based on the employee roles defined in Settings > People > Employee Roles.
     The selected assignee will receive the notification, task, or approval request that you define.
4. Under Message, add information for the employee or write down what they need to do.
5. Click Add to workflow to add the step to your custom workflow.
6. Follow these instructions for each step that you want to add. Click Save when you have finished your custom workflow.
   • Save as draft: if you still want to edit your workflow at a later time
   • Save and activate: if you want to activate it for all employees immediately

Note
You can activate the workflow at a later time if you save your workflow as a draft. You can also deactivate an active workflow. In both cases, you can copy an existing workflow.

Execute a custom workflow

Note
All employees can access the Forms page and execute a workflow.

Follow these steps to execute a custom workflow:

1. In your Home area, click Forms under your name.
2. Select the relevant form and fill in the required fields.
3. Click Submit to execute the workflow.

All associated approval requests, tasks, and notifications will be sent to the assigned employees.

Feedback

As a beta customer, you have the opportunity to actively shape the experience for custom workflows. The feature that you are testing is in an early development stage, and we would love to hear your thoughts about it. We will ask you to provide feedback through in-app notifications that we will display to you regularly. Additionally, our product teams might reach out to you to schedule calls for feedback.