What process step content types and modifiers are available

The 101.

Flare has the option for you to amend your processes in the system - step by step. 

Each step in the process can be individually configured, added and removed. 

The workflows can also be easily cloned and modified allowing a high level of configuration for the organisation.

A table with the list and description of content types is available below.

 

If you would like to see more on this topic, please watch the video of our 'How to...with Flare' webinar series on setting up processes. 

 

Follow me.

Content types

Flare has a number of content types items available for use within Flares onboarding, active onboarding, Info Requests or offboarding workflows. This can be used for both new users joining an organisation, changing roles within an organisation, or existing the organisation.

 

Description

Supported process

Read document

This can be used for employees to view documentation and accept they have opened and reviewed it. This is most commonly used for policy documentation within the Flare onboarding or crossboarding processes. The documents presented can different depending on the selected client or location within a client site. Flare can hold documentation in the platform with version control. This can allow new versions of documentation to be uploaded and all new employees will receive the updated version. Flare can also send notification to have existing employees review and accept updated documents through a notified process called Info Request.

See these release notes for read document compliance options here.

Complete form

This can be used to supply information to a PDF form and if required sign it. Examples of forms typically completed include

·         Fair Work Statement

·         Fit to work Statement

·         Asset or Key register

·         Uniform order form

·         IR330 (NZ only)

·         KS2 (NZ only)

Any document that can be converted into a PDF can be configured to capture information. This documentation is then able to be transferred into a Flare self-service portal or transferred to a third-party application for storage and review.

Display information

Displays information or instructions for a user. This can include images, external links, or tables.

Show video

Allows the user to view a video. This can be used multiple times during an onboarding or crossboarding experience. These can be unique to a client site or location within a client site

Link document

This links any documents attached to an employee’s job title and transfers them to the employees' Documents so they can be accessed.

Checklist

Holds a list of items that all need to be ticked off and have a signature applied to confirm completion of the step.

Send message (Meet the team)

Based on the members of the employee’s team. This will present information on the current team members the user will be working with. This includes their team leader and other team members.

Employment contract

Presents a system generated or admin uploaded contract for the user to apply an electronic signature. If system generated this uses a library of configured contract templates. The document gets saved in Employee Documents and Organisation library with a footer of time/date/name stamp.

Benefit onboarding

Takes the user through the superannuation selection step, (re-)confirm their bank account information, and showcase a range of benefits and discounts available as part of the Flare experience.

Sign off

Allows for sign off on a step in the process.

Tax File Declaration

Allows a user to complete their tax file declaration online and is automatically verified using the ATO’s standard business reporting framework. Both completed TFN declarations and incorrect declarations will receive a real time response. Users can identify if they have a range of TFN modifiers (e.g. new to country, don’t have a TFN, name change), a range of tax scale modifiers (eg. Tax free threshold, approved variation, HELP or HECS) or qualify for a Medicare exemption.

Bank detail

This allows a user to submit a single primary bank account for wages to be supplied. This includes formatting for Australian and New Zealand bank accounts. Australian bank accounts will confirm if the provided BSB is correct by validating the number.

Evidence check

Requires an individual to supply information and documentation relating to their right to work within Australia for verification. This captures the appropriate information needed for an external vevo check.

Set employment status

Systems based content type that changes an employee’s employment status to ‘Active’. Occurs at the end of the onboarding and active onboarding process.

Employee profile

Allows a user to supply/confirm

·         preferred name (optional)

·         date of birth

·         ethnicity information (optional)

·         profile photo (optional)

·         something interesting about them (optional)

Employee contact

A user can supply or confirm required contact information relating to

·         Phone number

·         Primary address

·         Postcode, state, suburb

The postcode, state, and suburb is validated against a standard list provided by the Australian post.

Employee emergency contact

Allows a user to provide a primary emergency contact (mandatory) and to state any medical information/allergies/medication (optional).

Employee qualification

Allows a user to provide multiple detailed qualification information and documentation - e.g. Cert IV, Diploma – a qualification granted that does not expire. Optional step.

Employee Licence

Allows a user to provide multiple detailed license, membership, or certificate information including expiry dates and documentation e.g. First Aid Certificate. You are able to make it mandatory or optional.

Multi bank account

This allows a user to submit up to five bank accounts for wages to be supplied and split to allow for better management of wages based on a defined value. This includes formatting for Australian and New Zealand bank accounts. Australian bank accounts will confirm if the provided BSB is valid.

 

Step modifiers

An onboarding, crossboarding, or offboarding work flow can use each of these content types as a unique step in the process. As part of these steps Flare can be configured to using the following modifiers.

 

Step title

Names the step in the process, providing context to the user

Step group

Presents steps together in a group.
The user can edit the name, description and image for the step group.

Instruction

Presents instructions for the step. This is configured by the systems administration.
This messaging can include formatting, images, links, or tables.

Target completion date

Provides a system-based reminder when a step isn’t completed within a period of time. The number of days can be specified by an authorised systems user.

Processing rules – must action before allowed to proceed

This relates to a previous version of Onboarding. Now, a step has to be completed before the employee can continue.

Processing rules – Approval required

If selected, requires the specified systems user or a systems user type to approve the step once completed. This approval can be required to progress to the next step or complete a process (only valid on steps where an action from an employee is required)

Processing rules – Allowed to skip step

Adds an option to skip a step (not valid on Work Rights step)

Responsibilities and participants

Defines the step if required to be completed by the user, their manager, or a specified user or user group. Currently all steps are configured for a user to complete.

Smart alerts

Allows the step to trigger an alert to a specified user or user group. Has the following options

·         When step started

·         When step completed

·         When target date approaching

·         When step skipped

·         When target date missed

·         When step action ‘declined’

·         Custom alert (links to Flare smart alerts that a customer can define)

 

What's next?

If you'd like to learn how to create a process in the first place, have a look at the How to create and edit a process template article.

Would you like to see what the content types will look like once set up? - Check out The standard Flare Onboarding process

Perhaps you have set up your process, but require to setup a process for different employee types?

 

Was this article helpful?
0 out of 0 found this helpful
Have more questions?
Submit a request