How to Use Manual Templates to Streamline Processes with Workflow

Modified on Thu, 5 Jun at 12:23 PM

This guide explains how to create, customize, and trigger manual templates to streamline your HR processes.

Manual templates in Workflows allow you to trigger workflows for specific employees, teams, departments, or offices on a specific date. They save time by standardizing processes for recurring tasks while still giving you full control over when and for whom workflows are started.

1. What Are Manual Templates?
Manual templates are reusable workflow blueprints that you can start manually when needed. Unlike automatic templates (which trigger workflows based on lifecycle events), manual templates allow you to:
Start workflows on demand.
Apply workflows to specific employees, teams, departments, or offices.
Save time by reusing templates for recurring HR processes.

2. When to Use Manual Templates
Manual templates are ideal for processes where you:

Want to control when workflows start (e.g., project onboarding or reboarding).
Need to trigger workflows for specific groups (teams, departments) or individual employees.
Don’t require automatic triggers like hire dates or title updates.

3. How to Create a Manual Template
Follow these steps to create a manual template:

Go to the Workflows page and click “New Template.”
Give your template a clear name that reflects its purpose (e.g., "Reboarding Process" or "Position Change Checklist").
Add a description explaining what the workflow does.
Select the trigger: choose “Manual Trigger” by toggling off “Use automatic trigger” (this allows you to start the workflow manually).
Set up the tasks: add the tasks to be completed, define deadlines (e.g., “3 days after workflow start”), assign task owners, and add links or instructions.
Preview and save your template.

4. How to Trigger Workflows From a Manual Template
Once you’ve created a manual template:

Go to the Workflows page and click “New Workflow.”
Select your manual template from the dropdown.
Define the scope — select who the workflow applies to (individuals, teams, departments, offices).
Set the start date — this determines when task deadlines begin.
Review tasks and assigned owners, then click “Publish” to start the workflow.
The workflow will now appear in the overview, and tasks will be visible to the assigned owners.

5. Common Use Cases
Examples where manual templates help streamline processes:

Reboarding employees returning from leave.
Project-specific onboarding.
Workflows for specific teams or departments (e.g., training, team events).
Customized follow-ups for individual employees.

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