How do I create an automatic workflow template in Simployer One? 

Automatic workflow templates start workflows without manual intervention when a predefined employee lifecycle event occurs. Once activated, Simployer One automatically creates workflows whenever the selected trigger is met. 

Automatic workflows help ensure that important HR processes are started consistently and on time. 

Before you begin

• You must be an Owner or Admin to create workflow templates.
• Navigate to Workflows.  

Which automatic triggers are available? 

Automatic workflow templates can be triggered by the following employee lifecycle events: 

Choose the trigger that best matches the HR process you want to automate. 

How do I create an automatic workflow template? 

1. Navigate to Workflows → Manage templates.
2. Select Create template.
3. Enter a Template name.
4. Enter a Description.
5. Leave Use automatic trigger enabled.
6. Select Continue.

You can now configure the automatic trigger. 

How do I configure an automatic trigger? 

After creating the template:

1. Select the trigger event.
2. Configure the trigger settings.
3. Select Continue.

The available settings depend on the selected trigger. 

For example: 

• Employment start date can be configured to start before or after the employee's first day.  
• Employment end date can be configured to start before or after the employee's last day.  
• Sick leave workflows can be configured to start after a specified number of sick leave days.  

How do I configure the workflow scope? 

The workflow scope determines which employees can trigger the workflow. 

You can choose:

• Everyone in the company
• Selected scope

If you choose Selected scope, you can include:

• Teams
• Departments
• Offices
• Employment types

Only employees included in the selected scope can trigger the workflow. 

How do exclusions work? 

Exclusions allow you to prevent specific employees or groups from triggering a workflow. 

For example, you may want a workflow to apply to everyone except one department or one employment type. 

Exclusions help you create more targeted automations without creating multiple templates. 

How do I add categories to an automatic workflow template? 

Categories organize related tasks into logical sections. 

For example, an onboarding workflow could include categories such as:

• Before the first day
• First day
• First week
• First month

To add a category:

• Select Add category.
• Enter a category name.
• Continue adding tasks.

Using categories makes larger workflows easier to manage. 

How do I add tasks to an automatic workflow template? 

Each category contains one or more tasks. 

For every task, configure:

• Task name
• Deadline
• Task owner
• Instructions
• Links or supporting information  

After adding all required tasks, select Continue. 

How do I configure task deadlines? 

Each task requires a deadline.

Deadlines are calculated relative to the workflow trigger. 

Examples include:

• Before first employment start date
• After first employment start date
• Before employment end date
• After employment end date
• After workflow start
• After reported sick leave

The available deadline options depend on the selected trigger. 

Choose deadlines that allow enough time for assignees to complete their work. 

How do I assign task owners?

Each task must have a responsible owner. 

Depending on the task, you can assign it to: 

• An employee
• The employee's manager
• A selected scope

When the workflow starts automatically, tasks are assigned immediately to the selected owners. 

How do I save an automatic workflow template? 

After configuring the workflow:

1. Review the template preview.
2. Verify the trigger, scope, tasks, deadlines, and task owners.  
3. Select Save as template.

The workflow template is now available in the template library. 

How do I activate an automatic workflow template? 

After saving the template:

1. Navigate to Workflows → Manage templates.  
2. Locate the template.
3. Turn the Trigger toggle On.  

Once the toggle is enabled, the automatic trigger is active immediately. 

No additional activation or save step is required. 

Important

Automatic workflows will only start while the trigger is enabled. Turning the trigger off prevents new workflows from being created, but it does not stop workflows that are already running. 

What happens after the trigger is activated? 

When the configured lifecycle event occurs: 

• Simployer One automatically creates a new workflow.  
• Tasks are assigned to the responsible people.  
• Deadlines are calculated automatically.  
• The workflow appears in the Workflows overview.  
• Authorized users can monitor the workflow's progress.  

No manual action is required to start the workflow. 

Best practices 

Tip

Test a new automatic workflow with a small scope before enabling it for the entire organization. 

Tip

Give workflow templates descriptive names so they are easy to identify in the template library. 

Tip

Include clear instructions and helpful links within tasks to reduce follow-up questions. 

Important

Review the workflow scope carefully before activating the trigger to ensure only the intended employees can start the workflow. 

FAQs 

Who can create automatic workflow templates?

Only Owners and Admins can create automatic workflow templates. 

When does an automatic workflow start?

An automatic workflow starts when the configured lifecycle event occurs and the trigger is enabled. 

Can I limit automatic workflows to specific employees?

Yes. You can apply the workflow to everyone or select a specific scope, such as departments, teams, offices, or employment types. 

Can I exclude employees from an automatic workflow?

Yes. Exclusions allow you to prevent specific employees or groups from triggering the workflow. 

Do I need to publish an automatic workflow each time?

No. Once the template has been activated by turning on the trigger, Simployer One automatically creates workflows whenever the trigger conditions are met. 

What happens if I turn the trigger off? 

Turning off the trigger prevents new workflows from being created automatically. Existing workflows continue running until they are completed, archived, or deleted.