This article is a brief overview on how to create and/or edit a process template.
Please see this article for an in-depth look into the process content types and modifiers.
What is a process template?
A process template is a template that contains the individual process steps created to make either an Info Request, Onboarding or Offboarding journey.
You can fully modify your process templates to suit your company and the journey you want your employees to experience. You can customise this to for different roles and employment types within your organisation to give it your own Flare!
The process setup page is separated into the following sections:
- Template setup
- Process step setup
- Where you can
Follow Me.
Navigate to Settings>Rules>Process Template
Template setup
Under the Process Group dropdown select the process type you want to change and the actual process you want to create or edit from the Process drop down list.
Create a new process
Select Clone and 'Yes' from the confirmation box that appears. This copies a template which you can then modify to the needs for the template you have.
Rename the cloned process to 'Onboarding - New'.
Select Add new to create a new process template from scratch.
Rename an existing process
Rename- change the name of a process. This is useful for both renaming a cloned template or ensuring that a template that has previously been created is not used. You cannot delete a process template.
Change Process Settings
1. Tick the checkbox next to Active.
Note: If this is not selected this process will not be activated. You cannot delete a process template so if you make one that you do not wish to use ensure you do not have it as active.
2. Select the appropriate Process Type template you are creating from the drop-down menu.
3. Decide whether this is the Default process or not.
Note: This setting is only applicable for Process Types under 'Onboarding and off boarding'. You can define queries in Info Requests directly.
- Untick Default template:
Set up a Filter query to define exactly which employees should experience this process flow. More information on query filters can be found in this article: How to set up separate onboarding/ offboarding process for different employee types? from step 5 onwards. - Tick Default template:
If the Default template checkbox is selected, employees that do not have a matching filter query will be sent through this process.
By its nature the selected default template should be the most generic of all process types.
Note: There is no validation if no default template has been selected, however you cannot have multiple default templates chosen at one time.
4. Select the Security level that is most appropriate for your business. You can further define which admin user should be able to edit a specific process flow.
The security level relates to the security permission settings. For more information around security permissions and set up navigate to this article: Permission Groups - Navigating and Set Up.
5. Add a Process description to add notes about this process for yourself. This will not be visible to employees.
6. Ensure step grouping is enabled.
The on-boarding experience is split up into various process step groups. These can be modified in Settings > Setup > Lists > Process step groups.
Process step setup
Change step order
Under Process steps setup you can order the steps you would like your new employees to undergo. You can drag and drop the steps to the correct order.
Note: Moving the steps on the left hand Process steps setup screen will adjust their process however they will adjust this only within their step group. You must ensure you only adjust them within their step group sections.
Drag&drop or Add step
Add step
1. Click the Add step button
2. Drag and drop the step to the correct position
3. Fill out the Step setup section.
Step title- Will be at the top of that step in the on-boarding process.
Step group - Will assign which group the step will be assigned to. This takes precedence over the step order from the 'Process sets setup' section.
Instruction - The text in this box will show up on certain content types.
4. Select a duration for the Target completion date.
You can use this to send a Smart Alert to can act as a reminder for your managers or an employee that they have yet to complete steps in a process.
5. Select the Content type, Processing rules, Responsibilities and participants, and Smart alerts. For information on items navigate to this article: Process content types and modifiers.
Edit step
1. Select a step you wish to modify and fill out the Step setup section.
Step title- Will be at the top of that step in the on-boarding process.
Step group - Will assign which group the step will be assigned to. This takes precedence over the step order from the 'Process sets setup' section.
Instruction - The text in this box will show up on certain content types.
2. Select a duration for the Target completion date.
You can use this to send a Smart Alert to can act as a reminder for your managers or an employee that they have yet to complete steps in a process.
3. Select the Content type, Processing rules, Responsibilities and participants, and Smart alerts. For information on items navigate to this article: Process content types and modifiers.
Delete step
You can Delete the step at the bottom right of the step.
Preview step
Can see a demo of what the step content will look like in the bottom left hand corner of the page. This demo is based on the last saved content. If it has not updated then the changes have not been saved.
Repeat the Step setup section (steps 15-20) to all steps you wish to modify.
What's next?
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?