Learn how to copy and edit process templates, configure tasks, and add resources in Simployer Classic.

You need the Process administrator role to manage process templates and view the organization’s overall status. You can find and edit process templates in the process catalog.

Copy a process template in Simployer Classic

Copy a process template when you want to keep the original unchanged or create multiple versions of the same template.

1. Go to the process catalog and find the process template you want to copy.
2. Click the Action button on the far right of the template and select Copy.
3. Enter a unique name for the new process template in the dialog box. Every process template name must be unique.
4. Select the part of the organization that the new process template applies to.

You can now edit the copied process template and adapt it to your needs.

Edit a process template in Simployer Classic

Open the process template you want to edit. The template shows all tasks, their deadlines, and the people responsible for completing them. This is the base template that you can adapt to your organization.

To add a task to a phase, use the button at the bottom of the phase.

To edit a task:

1. Click the task to open it.
2. Click the Action button in the upper-right corner.
3. Select Edit.

Edit the fields for a process template task

You can edit the following fields for a task in a Simployer Classic process template:

• Name – The task name that appears in the process task list.
• Routine – Enter the task instructions. Provide enough detail for the person completing the task to understand exactly what to do. You can format the instructions with the toolbar. Use the link button in the toolbar to add a standard URL or a prefilled email link. Prefilled email links are useful for standardized emails, such as messages to employees or orders for uniforms or flowers. Important: If you use a dummy email address, clearly state in the routine that the address must be updated before the email is sent.
• Deadline – Set the task deadline by selecting a number of days, weeks, or months before or after a reference task. The recommended reference is the process start, first working day, last working day, or a specific task marked as a milestone. The reference date acts as a constant. Simployer Classic automatically calculates the deadline from this date when the process starts.
• Phase – Simployer Classic automatically places the task in the phase where you created or opened it. You can move the task to another phase when necessary.
• Performed by– Select who will complete the task:
  • Same as process owner – The person assigned as the process owner when the process starts completes the task.
  • Same as process target – The person the process applies to, such as the employee, completes the task. This option is commonly used for onboarding and offboarding.

Add Resources to a process template task

Under Resources, you can attach supporting material to a task in a Simployer Classic process template:

• Articles from the Handbook – If your organization uses Simployer handbooks, you can attach relevant articles to a task. These articles help the person completing the task understand its background or requirements. Open the handbook, search for the article, and remember to save at the bottom of the page.
• Files – Upload files that are relevant to the task. The person completing the task can view the file from the task view. If the file must be completed or edited, the person must download it first. When you update a file or form, upload the new version to the task.
• Links – Add links to external websites or SharePoint documents. Links are useful for ordering portals, intranet resources, or shared document collections. A link gives the person completing the task access to the latest version, unlike an uploaded static file.

Configure Settings and Notifications for a process template task

Under Settings and Notifications, you can configure settings for an individual task in a Simployer Classic process template. Use the default settings unless your organization has specific requirements.

Learn more about processes in Simployer Classic

Read more about processes or watch the videos available in Swedish only.