How do I create and start a manual workflow in Simployer One? 

Manual workflows allow you to start HR processes whenever they are needed. Unlike automatic workflows, which start when a lifecycle event occurs, manual workflows are launched by a user. 

You first create a reusable workflow template, then use that template whenever you want to start a new workflow. 

Before you begin 

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

When should I use a manual workflow? 

Manual workflows are useful for processes that do not depend on a specific employee lifecycle event. 

• Examples include: 
• Office relocations  
• Equipment replacements  
• Internal projects  
• Policy acknowledgements  
• One-time HR initiatives  
• Any recurring process that should be started manually  

If you want a workflow to start automatically when something happens, such as an employee's start date or end date, create an automatic workflow template instead. 

How do I create a manual workflow template? 

1. Navigate to Workflows → Manage templates.  
2. Select Create template.  
3. Enter a Template name.  
4. Enter a Description.  
5. Under Trigger, turn Use automatic trigger Off.  
6. Select Continue.  

You can now configure the workflow categories and tasks. 

How do I duplicate an existing workflow template? 

If one of the expert-built templates is similar to the workflow you need, you can duplicate it instead of creating a template from scratch. 

1. Navigate to Workflows → Manage templates.  
2. Find the template you want to reuse.  
3. Select the three-dot menu beside the template.  
4. Select Duplicate.  

The duplicated template appears near the top of the template list. 

To customize it: 

1. Select the three-dot menu beside the duplicated template.  
2. Select Edit.  

You can now modify the template to fit your organization's process. 

Tip

Duplicating an existing template is often faster than creating a new workflow from scratch. 

How do I add categories to a workflow template? 

Categories organize related tasks within a workflow. 

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

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

To add a category: 

1. Select Add category.  
2. Enter a category name.  
3. Continue adding tasks to that category.  

Using categories makes larger workflows easier to understand and follow. 

How do I add tasks to a workflow template? 

Each category can contain one or more tasks. 

For every task, configure the required information, including: 

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

After creating all required tasks, select Continue. 

The workflow preview is displayed. 

How do I configure task deadlines? 

Every task requires a deadline. 

The deadline determines when the task should be completed relative to the workflow start date. 

For example:

• 1 day after workflow start
• 3 days after workflow start
• 1 week after workflow start

Choose deadlines that give assignees enough time to complete their work while keeping the workflow on schedule. 

How do I assign task owners? 

Every task must have an owner. 

Task owners are responsible for completing the assigned work. 

Depending on the task, you can assign it to: 

• An individual employee
• A manager
• A selected scope, such as a team or department  

When the workflow starts, the assigned users automatically receive their tasks. 

How do I save a workflow template? 

After configuring all categories and tasks: 

1. Review the workflow preview.
2. Verify that the tasks, deadlines, and assignments are correct.  
3. Select Save as template.

Your manual workflow template is now available for use. 

How do I start a workflow from a manual template? 

After creating the template:

1. Navigate to Workflows.
2. Select New workflow.
3. Select the manual workflow template.
4. Select Continue.
5. Review or update the workflow Name.
6. Review or update the Description.
7. Select Continue.

You can now configure the workflow. 

How do I choose the workflow scope? 

The workflow scope determines who the workflow applies to. 

Select the appropriate employees by choosing the required scope. 

Depending on your workflow, you can select: 

• Individual employees 
• Teams
• Departments 
• Offices  

After selecting the scope, choose Continue. 

How do I set the workflow start date? 

The workflow start date determines when task deadlines begin. 

1. Select the Start date.  
2. Verify the calculated task deadlines.  
3. Select Continue.  

The workflow uses this date to calculate every task deadline. 

How do I review and publish a workflow? 

Before starting the workflow: 

1. Review all tasks.  
2. Verify the assigned task owners.  
3. Select Continue.  
4. Review the workflow summary.  
5. Select Publish.  

The workflow starts immediately. 

What happens after I publish a workflow? 

Once the workflow is published: 

• The workflow appears in the Workflows overview.  
• Assigned users receive their tasks.  
• Task deadlines are calculated automatically.  
• Workflow progress can be monitored by authorized users.  

Owners and Admins can continue managing the workflow after it has started. 

Managers can manage workflows they are responsible for, including updating task due dates and skipping tasks. 

Best practices 

Tip

Reuse workflow templates instead of creating similar workflows repeatedly. 

Tip

Give workflow templates clear names so they are easy to find later. 

Tip

Add clear instructions to each task to reduce questions from assignees. 

Important

Review the workflow preview carefully before publishing to ensure the correct employees, deadlines, and task owners have been selected. 

FAQs

Who can create manual workflow templates?

Only Owners and Admins can create manual workflow templates. 

Can I duplicate an existing workflow template?

Yes. You can duplicate any available workflow template and customize it to meet your organization's needs. 

Can I edit the workflow name before publishing?

Yes. You can update both the workflow name and description before publishing. 

When are tasks assigned?

Tasks are assigned automatically when the workflow is published. 

Can I start the same template multiple times?

Yes. Workflow templates are reusable and can be used to start as many workflows as needed. 

Can managers start manual workflows?

No. Creating templates and starting workflows is limited to Owners and Admins.