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Creating Workflow Derivation Rules

Objectives

After completing this lesson, you will be able to:

Create Workflow Dynamic Groups
Create Workflow Dynamic Roles
Create Workflows
Create Workflow Derivation Rules

Create Workflow Dynamic Groups

Business Case:

New workflow dynamic groups are needed for new approval mechanisms. You can expect some groups not to have any members until the employees have been assigned to the proper job codes.

Steps

Create the required Dynamic Groups.

Workflow Group Name	Group Definition (Criteria Fields and Value)
Payroll team EMEA	Job Information-Job Classification=ADMIN-1 and Country=Germany OR Job Information-Job Classification=ADMIN-1 and Country=United Kingdom
Payroll team NOAM	Job Information-Job Classification=HR-ALYST and Country =United States OR Job Information-Job Classification=HR-ALYST and Country =Canada
Payroll team APAC	Job Information-Job Classification=HR-ALYST and Country =Australia OR Job Information-Job Classification=HR-ALYST and Country =Singapore
Payroll team LATAM	Job Information-Job Classification=HR-ALYST and Country =Brazil
HRAdmin	Job Information-Job Classification=HR-MGR

Create a Workflow Dynamic Role

Business Case:

Dynamic Roles are used as either approvers or CC roles in workflows. You will create the Payroll Dynamic Role that will assign a resolver for the each pay group.

Steps

Create the Payroll Dynamic Role:

Pay Group	Resolver
APAC Pay Group	Dynamic Group – Payroll team APAC
EMEA Pay Group	Dynamic group – Payroll team EMEA
LATM Pay Group	Dynamic group – Payroll team LATAM
North America Pay Group	Dynamic group – Payroll team NOAM

Create Workflows

Business Case:

New workflows are needed to support the new payroll initiative. The workflows can be used by multiple transactions. To easily find the participants, the workflow id/name will depict the participants in the approval process. All approver type roles correspond to the employee relationship and not the initiator.

You must enable delegation for the workflows if they are not already enabled. Create the following workflows:

Steps

Workflow: HRAdmin(A)_to_NewManager(A)
Workflow Properties
Workflow Name/ID HRAdmin(A)_to_NewManager(A)
Delegation Yes
Reminder 0
Participant Properties
Role/Group Participation No Approver Behavior
HRAdmin Approver Stop
Target Manager Approver Stop
Workflow: Manager(A)_to_HRAdmin(A)
Workflow Properties
Workflow Name/ID Manager(A)_to_HRAdmin(A)
Delegation Yes
Reminder 0
Participant Properties
Role/Group Participation No Approver Behavior
Current Manager Approver Stop
HRAdmin Approver Stop

Workflow: HRBP(A)_to_Manager’sMngr(A)

Workflow Properties
Workflow Name/ID		HRBP(A)_to_Manager’sMngr(A)
Delegation		Yes
Reminder		0
Participant Properties
Role/Group	Participation	No Approver Behavior
Employee HR	Approver	Stop
Manager’s Manager	Approver	Stop

Workflow: HRAdmin(A)_to_Manager(cc)
Workflow Properties
Workflow Name/ID HRAdmin(A)_to_Manager(cc)
Delegation Yes
Reminder 0
Participant Properties
Role/Group Participation No Approver Behavior
HRAdmin Approver Stop
Current Manager CC n/a
Workflow: Manager(cc)
Workflow Properties
Workflow Name/ID Manager(cc)
Delegation Yes
Reminder 0
Participant Properties
Role/Group Participation No Approver Behavior
Current Manager CC n/a
Workflow: Manager(A)
Workflow Properties
Workflow Name/ID Manager(A)
Delegation Yes
Reminder 0
Participant Properties
Role/Group Participation No Approver Behavior
Current Manager Approver Stop
Workflow: HRAdmin(A)
Workflow Properties
Workflow Name/ID HRAdmin(A)
Delegation Yes
Reminder 0
Participant Properties
Role/Group Participation No Approver Behavior
HRAdmin Approver Stop
Workflow: Personal_Changes(A)
Workflow Properties
Workflow Name/ID Personal_Changes(A)
Delegation Yes
Reminder 0
Participant Properties
Role/Group Participation No Approver Behavior
HRAdmin Approver Stop
Workflow: Status_NoShow_Alert
Workflow Properties
Workflow Name/ID Status_NoShow_Alert
Delegation Yes
Reminder 0
Participant Properties
Role/Group Participation No Approver Behavior
HRAdmin Approver Stop
Workflow: Status_Show_Alert
Workflow Properties
Workflow Name/ID Status_Show_Alert
Delegation Yes
Reminder 0
Participant Properties
Role/Group Participation No Approver Behavior
HRAdmin Approver Stop

Workflow Notification Considerations

Watch the Workflow Notification Considerations video to get a refresher of workflow notifications concept.

Create Workflow Derivation Rules

Business Case:

Ace will now be using business Rules for Workflow Derivation. Create WFD for Job and Compensation Information.

Steps

Create a Workflow Derivation Rule for Job Information

Rule Logic	Event Reason is equal to	AND/OR		THEN Set wfConfig to
IF	TRANICOT	AND	Is User in Permission Group =NO, User ID = Login User, Permission Group Name = System Administrators	HRAdmin(A)_to_NewManager(A)
ELSE IF	TRANINTL	AND	Is User in Permission Group =NO, User ID = Login User, Permission Group Name = System Administrators	HRAdmin(A)_to_NewManager(A)
ELSE IF	DATALOC	AND	Is User in Permission Group =NO, User ID = Login User, Permission Group Name = System Administrators	HRAdmin(A)_to_Manager(cc)
ELSE IF	DATATITL	AND	Is User in Permission Group =NO, User ID = Login User, Permission Group Name = System Administrators	HRAdmin(A)_to_Manager(cc)
ELSE IF	DATATITL	AND	Is User in Permission Group =YES, User ID = Login User, Permission Group Name = System Administrators	Manager(cc)
ELSE IF	PROPNP	AND	Supervisor value is EQUAL to previous value	Manager(A)_to_HRAdmin(A)
ELSE IF	PROPNP	AND	Supervisor value is NOT equal to previous value	HRAdmin(A)_to_NewManager(A)
ELSE IF	TRANLATL	AND	Supervisor value is EQUAL to previous value	Manager(A)_to_HRAdmin(A)
ELSE IF	TRANLATL	AND	Supervisor value is NOT equal to previous value	HRAdmin(A)_to_NewManager(A)
ELSE IF	PAYEOC	n/a		HRBP(A)_to_Manager’sMngr(A)
ELSE	n/a	n/a		HRAdmin(A)

Create a Workflow Derivation Rule for Compensation Information

Rule Logic	Event Reason is equal to	AND/OR		THEN Set wfConfig to
IF	PAYEOC	AND	Logged user is NOT equal to System Admin permission group	HRBP(A)_to_Manager’sMngr(A)
ELSE IF	PAYBON	AND	Logged user is NOT equal to System Admin permission group	HRBP(A)_to_Manager’sMngr(A)
ELSE	n/a	n/a		HRAdmin(A)

Create a rule that will trigger Personal_Changes(A) workflow whenever the personal information is changed via Employee Self Service. This is when an employee changes data on their own Employee File.
Create a rule that will trigger HRBP(A)_to_Manager’sMngr(A) workflow whenever a Spot Bonus is initiated via Manager Self Service.
Assign the rules.

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