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How to create a Smartflow?

Smartflows are one of the core features of HR Cloud that allow users to automatically assign Modules to employees based on a set of specified conditions. Depending on the Module type, Smartflows can be used to assign various tasks, send customizable emails, chats, or SMS messages, and schedule meetings.

Please follow the steps below to create your Smartflow. 

  1. To access your Smartflows, click on the Smartflow icon on the sidebar
  2. To create a new Smartflow, click on the ‘+’ icon in the top left corner of the grid

     

 

Now, there are three important steps in creating your Smartflow:

  1. Setting the Trigger Event
  2. Adding Modules
  3. Creating assignment rules

Setting the Trigger Event

  • The trigger - the action that initiates Smartflow Modules assignment
    • Triggers are based on Employment Status changes, Job Detail updates, or Fixed (specific) date
  • The recurring frequency - how often will Smartflow’s Modules be (re)assigned

If you don’t want to set up a Trigger Event and prefer the Smartflow to be assigned manually, you can turn off the Automatic Assignment toggle.

After setting up the Trigger Event, click the Next button in the top-right corner of the page to proceed to the next step of creating your SmartFlow.

Adding Modules

To add a Module to a Smartflow, click on the "Add Module" button and then choose one of the different types of Modules available.  You can learn more about modules here.

After you have added your Modules, you can customize the list by moving them, deleting them, setting the recurrence, and the Trigger Schedule for each module independently. 

 

Creating assignment rules

Assignment rules are used to specify your target assignees.

You can choose to assign tasks to all employees or a selected group of employees by choosing any of the following parameters:

  • Department
  • Division
  • Employment Status
  • Employment Type
  • Location
  • Manager
  • Pay Rate
  • Position
  • Security Role
  • Specific Employee


For example, if you set your Smartflow schedule to be triggered when an Employee is hired and if you choose the Position parameter to be Accountant, it would mean that the Smartflow will be activated for all hired Accountants.

Please note that this list of parameters can be extended if required. Contact us at support@hrcloud.com for more details on adding new parameters to this list.

Finally, all you need to do is:

  • Name your Smartflow in the upper left corner.
  • Set the Smartflow as Mandatory, if needed. 
  • Add a description, if needed.
  • Set up Smarrtflow Watchers, if needed.
  • Choose Smartflow Administrators, if needed. Those specified as administrators will be able to edit the Smartflow. Please note that HR admins will, by default, have edit permissions for all the Smartflows in the system.
  • Under Advanced you can set Smartflow priority which organizes your Smartflow list by priority