ADP Workforce Now Workflow. Automatic Data Processing, Inc. ES Canada

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ADP Workforce Now® Workflow

Automatic Data Processing, Inc. ES Canada

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ADP’s Trademarks

The ADP Logo, ADP, ADP Workforce Now and IN THE BUSINESS OF YOUR SUCCESS are registered trademarks of ADP, LLC.

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countries.

All other trademarks and service marks are the property of their respective owners.

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WORKFLOW FOR WORKFORCE NOW® HANDOUT MANUAL

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Membership Rule Navigation ... 2-4 Comparison and Calculation Navigation………... ... 2-4 Membership Rule Fields………... ... 2-5 Pre-Work Decisions ... 2-5 Comparison Type Field………... ... 2-5 Calculation Type Field………... ... 2-5 Multiple Criterions ... 2-6 Additional Resources………... 2-6

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Membership Rule………... ... 2-7

Demonstration: Creating a Membership Rule ... 2-7

Scenario………... ... 2-7

Activity: Creating a Membership Rule – Director of Sales……... ... 2-7

Activity Results ... 2-7

Activity: Creating a Membership Rule – Manager of Operations……... ... 2-8

Activity: Creating a Membership Rule – Department Identifier……... ... 2-9

Work Groups ... 2-10

Overview ... 2-10 Example ... 2-10 Work Group Navigation………... ... 2-11 Additional Resources………... ... 2-11

Demonstration: Creating a Work Group & Assigning Membership ... 2-12

Scenario………... ... 2-12

Activity: Creating a Work Group & Assigning Membership Rules…... ... 2-12

Approval Paths ... 2-13

Additional Resources ... 2-13 Approval Path Navigation………... ... 2-14 Navigation Chart………... ... 2-14 Workflow Approval Path Options………... ... 2-15 Important Information………... ... 2-15

Demonstration: Creating Approval Paths ... 2-16

Scenario………... ... 2-16

Activity: Creating a Multi-Row Notification/Approval Path …... ... 2-16

Activity: Creating a One Level up Approval Path…... ... 2-17

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Business Rules ... 2-18

Example ... 2-18 Business Rules Navigation………... ... 2-19 Navigation Chart………... ... 2-19 Additional Resources………... ... 2-19

Demonstration: Creating a Business Rule ... 2-20

Scenario………... ... 2-20

Activity: Creating a Business Rule…... ... 2-20

Activity Configuration (Exceptions to Approval Paths) ... 2-22

Important Information ... 2-22 Navigating Activity Configuration ………... ... 2-23 Navigation Chart………... ... 2-23 Additional Resources………... ... 2-23

Demonstration: Creating the Default Approval Path in Activity Config ... 2-24

Scenario………... ... 2-24

Activity: : Creating the Default Approval Path in Activity Config... ... 2-24

Activity Results ... 2-24 Scenario………... ... 2-25

Activity: Setting up the Escalation Process... ... 2-25

Demonstration: Creating an Exception Approval Path(s) ... 2-26

Scenario………... ... 2-26

Activity: Creating an Exception Approval Path(s)... ... 2-26

Demonstration: Workflow Creation for Employee Direct Deposit... 2-27

Scenario ... 2-27 Activity1: Creating a Membership Rule ………... ... 2-27 Activity2: Creating a Work Group ………... ... 2-28 Activity3: Creating an Approval Path ………... ... 2-28 Activity4: Setting Up an Activity Configuration ………... .. 2-28

Module 2: Workflow Creation ... 2-29

Debrief ... 2-29 Summary………... ... 2-29

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Module 3: Triggering and Responding to Workflow ... 3-1

Purpose ... 3-1 Objectives………... ... 3-1

Triggering a Workflow Scenario ... 3-2

Workflow Perspectives ... 3-3

Employee Requests Time Off... 3-3

Demonstration: Logging in and Requesting Time Off ... 3-3

Scenario………... ... 3-3

Activity: Logging in and Requesting Time Off... ... 3-3

ADP Workforce Now Message Center ... 3-4

Current Tab ... 3-4 Completed Tab ... 3-4 Archived Messages ... 3-4 Manager/Work Group Receives Notification/Approval Request ... 3-5

Demonstration: Reviewing a Notification and Approving a Request ... 3-5

Scenario………... ... 3-5

Activity: Reviewing a Notification and Approving a Request... ... 3-5

2nd Level Approval ... 3-6

Demonstration: Reviewing and Rejecting a Request ... 3-6

Scenario………... ... 3-6

Activity: Reviewing and Rejecting a Request... ... 3-6

Employee Views Responses... 3-7

Viewing Workflow Responses ... 3-7

Demonstration: Viewing Workflow Responses ... 3-7

Scenario………... ... 3-7

Activity: Viewing Workflow Responses... ... 3-7

Email Notifications in Workflow Messaging and Activity Configuration... 3-8

How-To Activate and Customize Activity-specific Emails ... 3-8

Email Templates ... 3-9

Accessing the Email Templates ... 3-9 Global and Activity-specific Email Types ... 3-9

Module 3: The Triggering and Responding to Workflow ... 3-10

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Module 4: Delegation ... 4-1 Purpose ... 4-1 Objectives ... 4-1 Delegation ... 4-2 Delegation Tab ... 4-2 Delegated From ... 4-2 Delegate on Behalf of Tab………... ... 4-2 Delegation Tracking ... 4-2

How-To: Setting up a Delegation ... 4-3

Scenario………... ... 4-3

Activity: Setting up a Delegation... ... 4-3

Additional Resources ... ... 4-3 Activity Images ………... ... 4-4

Editing and Deleting Delegations ... 4-6 Activity: How to Edit a Delegation... ... 4-6 Activity: Deleting a Delegation... ... 4-6

Deletion Image………... ... 4-6 Deletion Email ... 4-6

How to Act as a Delegate ... 4-7

Knowledge Check ... 4-8

Module 4: Delegation ... 4-9

Review Discussion... ... 4-9 Summary... 4-9

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Module 5: Course Closing ... 5-1

Support After Class ... 5-1

Additional Online Resources ... 5-1 ADP Client Service Centre ... 5-2 Accessing and Navigating in the Client Service Centre………. 5-2 ADP Workforce Now Support Centre... 5-3 Accessing and Searching within the ADP Workforce Now Support….… 5-3 The Bridge ... 5-4 Benefits to Registering for the Bridge ... 5-4 Accessing and Registering for the Bridge……….………. .5-4 The Bridge Registration/Login Page……….……….. 5-4

Course Closing ... 5-5

Summary... 5-5 Course Objectives ... 5-5 Training Evaluation ... 5-5

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Workflow

for ADP Workforce Now

®

Course Introduction

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WORKFLOW FOR ADP WORKFORCE NOW® HANDOUT MANUAL COURSE INTRODUCTION

Course Introduction

Course Purpose

This course prepares you to use the features of ADP Workforce Now® to automate your company's self service notification and approval process. In this session we will explore the components of a Workflow, and how to customize each step to meet your business needs. We will explore the Workflow results from the practitioner, manager and employee perspectives.

Course Objectives

Upon completion of this course, participants will be able to:  Discuss Workflow Management Fundamentals

 Identify which components of a Workflow are required for your task  Create a Workflow

 Describe what triggers a Workflow

 Demonstrate how to respond to Workflow approvals  Delegate Workflow tasks

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WORKFLOW FOR ADP WORKFORCE NOW® HANDOUT MANUAL COURSE INTRODUCTION

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Course Agenda

During this course we will explore several topics. Each topic and module within the ADP Workforce Now training has been designed to build upon the previous topic/module. In addition, ADP provides three different online resource tools that are designed to support your learning after class.

During this course we will explore the following topics:

Modules Headings

Module 1: Workflow Basics

Workflow Basics Workflow Overview

Triggering a Workflow Process Module Debrief

Module 2: Workflow Creation

Workflow Creation Workflows

Brainstorming Workflow Requirements Membership Rules

Work Groups Approval Paths Business Rules

Activity Configuration ( Exceptions to Approval Paths)

Demonstration: Workflow Creation for Employee Direct Deposit Module Debrief

Module 3: Triggering and Responding to Workflow

Triggering and Responding to Workflow Triggering a Workflow Scenario Workflow Perspectives

ADP Workforce Now Message Center Employee View Responses

Email Notifications in Workflow Messaging and Activity Configuration Email Templates

Module Debrief

Module 4: Delegation Delegation

Editing and Deleting Delegations How to Act as a Delegate Knowledge Check Module Debrief

Module 5: Course Closing Support After Class Course Closing

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Workflow Management for

ADP Workforce Now

®

Module 1: Workflow Basics

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MODULE 1: WORKFLOW BASICS HANDOUT MANUAL

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Module 1: Workflow Basics

Purpose

This module will introduce the basic fundamentals required to build Workflows within ADP Workforce Now®.

Objectives

At the completion of this module, you will be able to:  Identify the purpose of a Workflow

 Define the components within a Workflow  Explain a basic Workflow

 Identify where Workflow audit histories are displayed  Provide examples for each component within the Workflow

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Workflow Overview

Many different changes/requests are made daily to maintain accurate information within ADP Workforce Now. Some changes are simple updates and have no impacts. Some require specific people to be notified and others require an approval. The Workflow feature provides the ability to create these notifications and approvals and assign them to a specific change or request type.

Practitioners are responsible for setting up the Workflows; however managers and employees can trigger them. Once the Workflow is setup, the changes/requests (or events) are what trigger the Workflow to begin. This automation helps ensure all steps in your company's review, approval and notification processes are completed within the time frames your company requires.

Pre-Setup Decisions

Prior to setting up a Workflow there are several decisions to be made:

 If notifications and/or approvals will be used for each change/request?  What change types will require notifications and/or approvals?  Who will have access to make changes?

 What changes will be made available for employees within the self service feature?  What changes will be available to managers/supervisors?

 Who will be notified on what changes/requests? (individuals, level up or a work group)  Who will be responsible for approvals on what changes/requests? (individuals, level up

or a work group)

 Who will receive reminder emails and when?

 Who will receive escalations when approvals have been pending with no response?  What wording will be used in the email messages?

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Workflows

Workflows have six possible components. The only components that are required in order to setup a workflow are: An Approval Path and Activity Configuration.

The remaining components are used to customize and enhance the Workflow.

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Triggering a Workflow Process

This image shows the Workflow process from when it is triggered by the initial change/request through to the final approval/rejection. This process consists of 5 steps:

 A change/request is made by an employee or a manager, triggering the Workflow.  Notification and/or approvals are distributed based on the criteria in the Workflow.  Notifications/approvals are reviewed in the Message Center.

 Practitioner(s) and /or Manager(s) approve requests.  Requestor views the final approval/rejection.

Step 1

• An employee or manager enters a change/request, triggering

the Workflow.

Step 2

• Notifications: All roles can receive notifications.

• Approvals: Practitioners and managers/supervisors can receive

approvals.

Step 3

• Recipients access the notification or approvals through their

message centers.

Step 4

• Approved requests are saved and will process with payroll

based on their effective date.

Step 5

• The Requestor receives the response to their change/request

in their message center.

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Audit History

Audit History can be viewed in Message Center within the Current or Completed tab. Information remains in the current tab until it is marked read and archived. Based on where it is viewed it will appear slightly different:

The Current Tab.

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Module 1: Workflow Basics

Debrief

Discuss the following questions:

1. Which type of Workflows will you create for your company changes? 2. Will your company use a simple or a complex Workflow and why?

Summary

The user can now:

 Identify the purpose of a Workflow  Define the components within a Workflow  Explain a basic Workflow

 Identify where Workflow audit histories are displayed  Provide examples for each component within the Workflow

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Workflow

for ADP Workforce Now®

Module 2: Workflow Creation

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MODULE 2: WORKFLOW CREATION HANDOUT MANUAL

Module 2: Workflow Creation

Purpose

As discussed in the previous module, all 6 components are not required when creating a Workflow. Although only an Approval Path and Activity Configuration are required to setup a Workflow, it is important to understand the value of the remaining components.

In this module, we will expand our knowledge by using one scenario that will encompass all six components of a Workflow. Each component will provide an overview and hands on activities to demonstrate how to complete the setup. Once all components are setup they will be combined in the Activity Configuration step.

Workflow Components

Objectives

Upon completion of this module, you will be able to:  Set up each of the components within a Workflow:

 Membership rules  Work Groups  Approval path  Business Rules

 Activity Configuration (Exception path)

 Define which steps are mandatory and which are optional

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Workflows

The Workflow components are located in the Setup menus which is only available with practitioner access. We will use a single scenario to demonstrate the setup of a Workflow in module 2 and then the execution of Workflows in module 3.

Let’s first review the scenario and the requirements, and then we can brainstorm the requirement for each component.

Course Scenario

Log in as Donald East in order to create all required entries for this module. The following scenario will require two pathways to be created:

Pathway 1 - All requests from employees in each department will send an approval request to

their manager.

Pathway 2 - Time off requests for all employees in Manufacturing (department 700000). This

pathway will send a notification to the Sales and Operation managers and send an approval to Donald East.

Note:

 In both Pathways, an activity specific email will be setup to go to the employee as soon as the request is approved or rejected.

 This email will go to the employee's Message Center and will notify them that their request has been approved or rejected.

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Brainstorming Workflow Requirements Results

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Membership Rules

Membership Rules define who is eligible to be a member of the group based on criteria outlined within the rule. Membership Rules can be associated with security profiles or Work Groups and can be reused for multiple purposes. Once the rules are set, ADP Workforce Now® automatically adds or deletes members from the group based upon if they meet the criteria outlined in the rule.

In addition to the automated process, members can also be manually added by selecting employee in the Available for Membership tab.

For example: If the criterion in department equals 400400, then all employees that have a

department code of 400400 will appear as a member of this rule. In addition if David’s department changes from 400400 to 500500, he will automatically be removed from the rule 400400 and placed into the membership rule for department 500500. If Sally is hired into department 400400 she will automatically appear as a member in this rule.

Membership Rule Navigation

The screen layout will appear differently based on the type selected. Let’s review the two screens. Starting Point: Setup > Approval Process > Membership Rules

Note: There are additional attributes not seen in this diagram.

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Membership Rule Fields

The criterion fields found in Membership Rules is as follows:

Field Options

Type Comparison or Calculation

Attribute Comparison

Associate ID, Bargaining Unit, Company Code, Department, Employment Rate Type, Employment Status, FLSA Status, Full Time/Part Time, Hire Date, Job Class Code, Job Code, Location, Manager, Pay Division, Payroll Standard Hours, Regular or Temporary, Shift, Time & Attendance Employee, Time & Attendance Supervisor, and Archived Employee.

Attribute Calculation

Current Date, Payroll Standard hours, Hire Date, and Payroll Standard Hours.

Operators The operators for Attribute Calculation include: Equal to, Not Equal to, Greater Than, Less Than, Greater than or Equal to and Less than or Equal to.

Note: Operators will be different for Attribute Comparison. Value Will vary based upon the criteria.

Note: Text entered into this field must match a value held in the corresponding

validation table for the attribute selected.

Action Icon Add row above, Add row below, Delete row, Add left parenthesis, Remove left parenthesis, Add right parenthesis, and Remove right parenthesis.

Pre-Work Decisions

Before creating a Membership Rule, the practitioner must make the following decisions:

Comparison Type Field

Will the rule be a comparison?

Example: Job code equal to CSR

Calculation Type Field

Will the rule be a calculation?

Example: Current date-Hire date < than 100

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Multiple Criterions

Will there be multiple criterions within the logic parameters?

Example: Job code equal to CSR and the hire date is > than Jan 21, 2014

Example: Job code equal to CSR or the hire date is > than Jan 21, 2014

Note: To change the AND to OR select the AND button.

Additional Resources

Refer to the following resources:

 The Setting Up Workflow in ADP Workforce Now guide on the Support Center  The ADP Workforce Now Support Center: Search Membership Rules > Select

Documentation

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Membership Rules

Now let's take a look at how Membership Rules are setup.

Demonstration: Creating a Membership Rule

We will now demonstrate the process of creating a Membership Rule within ADP Workforce Now.

Scenario

Create three Membership Rules:

Director of Sales: Job Code = DIRSALES Manager of Operations: Job Code = OPSMGR

Department Identifier: Department = 700000 (Manufacturing)

Activity: Creating a Membership Rule - Director of Sales

Log in as Donald East.

Starting Point: Setup > Approval Process > Membership Rules

Step Action

1 Click ADD.

2 Name field: Type DIRSALES. Description field: Type Director of Sales. 3 Click Done.

4 Select/type the following data into each of the fields: Type: Comparison

Attribute: Job Code (located under Job Title in Validation tables) Operator: = (equal to)

Value: DIRSALES

5 Select the Save dropdown and select Save & Return.

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Activity: Creating a Membership Rule - Manager of Operations

Step Action

1 Click ADD.

2 Name field: Type OPSMGR. Description field: Type Manager of Operations. 3 Click Done.

Attribute: Job Code (located under Job Title in Validation tables) Operator: = (equal to)

Value: OPSMGR

5 Select the Save dropdown and select Save & Return.

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Activity: Creating a Membership Rule - Department Identifier

Step Action

1 Click ADD.

2 Name field: Type Dept 700000. Description field: Type Dept 700000 Manufacturing. 3 Click Done.

Attribute: Department Operator: = (equal to) Value: 700000

5 Select the Save dropdown and select Save & Return

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Work Groups

Overview

Work Groups contain one or more Membership Rules. When Membership Rules are combined into a Work Group, the individual Membership Rules still apply. The rule will now define the members of the Work Group.

Like Membership Rules, members can also be manually added by selecting employees from the Available for Membership tab.

Tip: Like Membership Rules, Work Groups are reusable.

Example

The company wants to create a Workflow to have David from HR and Heidi from Benefits approve all pay rate change requests. If individual Membership Rules are created for David and Heidi, they can then be combined into one Work Group that will contain an automated membership process.

If they create a Work Group with one Membership Rule and then manually add the other member, all changes will require manual intervention for the member that was manually entered.

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Work Group Navigation

Starting Point: Setup > Approval Process > Work Groups

# Description

1 Practitioners enter the Work Group description here.

2 Practitioner can select which rule(s) will be assigned to the Work Group in this tab.

3 The Members tab provides a view of the automatic members and the ability to manually add members.

# Description

1 The Members tab contains two sub tabs: Current Members and Available for Membership. 2 The Current Members tab contains the list of members that was automatically populated based

on the Membership Rule.

3 The Available for Membership contains a list of all members that are available to be added manually.

Additional Resources

Refer to the following additional resources:

 The Setting Up Workflow in ADP Workforce Now guide on the Support Center  The ADP Workforce Now Support Center: Search Work Groups > Select

Documentation 2 3 1 2 3 1

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Demonstration: Creating a Work Group & Assigning Membership

Rules

We will now demonstrate how to create a Work Group, assign Membership Rules and add a member manually.

Scenario

The Sales Director, the Operations Managers and Michele Heroux need to be aware of all time off requests. Create a Work Group called Sales & Operations, assign the Membership Rules DIRSALES & OPSMGR and then manually add Michele Heroux to the membership list.

Activity: Creating a Work Group & Assigning Membership Rules

Step Action

1 Click ADD.

2 Name field: Type Sales and Operations. Description field: Type Sales and Operations. Click Done.

3 Select DIRSALES, hold down the CTRL button, select OPSMGR, and then select the single arrow pointing to the right.

4 Adding a Member Manually:

Select the Members tab, then Available for Membership tab.

5 Type Heroux into the Last Name field, and then select the Filter button. 6 Place a check beside Michele Heroux.

7 Then, select the dropdown on the Save button, and select Save & Return.

Activity Results

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Approval Paths

Approval Paths define who will be assigned to an activity and what function they are to

perform (approval or notification). Multiple paths can be created within each Approval Path as long as the assignee is unique for each step.

In this example: When a Workflow is triggered, a notification will go to the members of the Work Group, Sales and Operations and an approval request will go to Donald East.

Starting Point: Setup > Approval Process > Approval Paths

The Assignee Type identifies who the notification or approval will be sent to. The approval process is based on an organizational hierarchy. In addition to the Work Group and specific user assignee types, practitioners can select from two hierarchies (Up Affected Employee Manager or Up Submitter Manager) with the Assignee option levels of 1-10.

Up Submitter Manager is assigned to the individual's manager. Up Affected Employee Manager is used when a change is made by a person other than the employee or employee’s

manager.

Both can be used to interlace the hierarchies with Specific User and Work Group steps with no restrictions on their order in the approval path. The hierarchy that is followed is based on the submitter or the affected employee, providing options for different paths.

When approvals are sent to Work Groups, requiring multiple approvals, all the approvals must take place before the Workflow will be complete.

Like Membership Rules and Work Groups, Approval Paths can also be reused within multiple activities.

Additional Resources

Refer to the following additional resources:

 The Setting Up Workflow in ADP Workforce Now guide on the Support Center  The ADP Workforce Now Support Center: Search Approval Paths > Select

Documentation

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Approval Path Navigation

Practitioner must enter a path name and a description before entering the criteria.

The approval page appears as follows:

Navigation Chart

# Description

1 The Approval Path Name is entered here. 2 The Approval Path Description is entered here.

3 There are four Assignee Types to select from: Specific User, Up Affected Employee Manager Hierarchy, Up Submitter Manager Hierarchy and Work Group.

4 Assignee:

 Specific User: The assignee options are to be select from the employee list.

 Up Affected Employee or Submitter Manager Hierarchy: The assignee options can be selected between levels 1 through 10. The requester's manager (level 1) upward the organizational hierarchy.

 Work Groups: The assignee options are to be selected from an existing list of Work Groups. 5 Step Type:

Approval: Can go to practitioners, managers and supervisors. Approval requests must be

approved before the changes will process with payroll.

Notification: Can be sent to all roles. Notifications tell the assignees what changes have been

made. 6 Action:

Insert above: Inserts another step above the existing one. Insert below: Inserts another step below the existing one. Delete: Deletes the selected row.

1 2

3 4

5

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Workflow Approval Path Options

As part of the Approval Path setup, practitioners must identify if this Workflow will initiate a notification, an approval or a combination of notifications and approvals. Let’s look at each of the options:

Action Description

1. Nothing (No Workflow)

A change is made using employee or manager self service. The results are then processed.

2. Notification A change is made using employee or manager self service. This triggers a notification to be sent to a specific user, one level up or to a Work Group. The notification is sent to the recipients Message Center where they can view the change.

Example: The HR team only requires notification on address changes.

3. Approval A change is made using employee or manager self service. This triggers an approval request, which is sent to a specific user, one level up, or to a Work Group. The approval is sent to the recipients Message Center where they can view and approve or reject the request. No changes are sent to payroll until the request has been approved.

Example: All rate changes must be approved by the VP of the department.

4. Approval and Notification

A change is made using employee or manager self service. This triggers both a notification and an approval request to be sent. The notifications and approvals are sent to the Message Centers of specific users, one level up, or Work Groups. The notifications and approvals are usually sent to different people or groups. The rules regarding notification and approvals still apply. Notifications do not prevent the processing of the changes; however nothing will process to payroll until the approval request has been approved.

Example: When a rate is changed a notification is sent to HR and the approval

request goes to the department VP.

Important Information

If effective dating is off, the changes will process with the next payroll. If effective dating is on, the changes will not take effect until the date advised at the time of entry.

Only practitioners, managers and supervisors have approval privileges. All roles can receive notifications.

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Demonstration: Creating Approval Paths

We will now demonstrate how to create multiple Approval Paths.

Scenario

Create two Approval Paths, one for each scenario:

1. Pathway 1: Create a two-step process with the following criteria:  Work Group, Sales & Operations and notifications

 Specific User, Donald East and Approval

2. Pathway 2: Create an Approval Path with the following details:  Up Submitter Manager Hierarchy, One Level, Approval

Activity: Creating a Multi-Row Notification/Approval Path

Starting Point: Setup > Approval Process > Approval Path

Step Action

1 Pathway 1:

Click ADD.

2 Key the following into these fields:

Path Name: Dept. 700000 (Manufacturing)

Description: Dept. 700000 - Notification and Approval 3 Select Work Group from the Assignee Type dropdown. 4 Select Sales and Operations from the Assignee dropdown. 5 Select Notification from the Step Type dropdown.

6 Click the action icon and select Insert below.

7 Select Specific User from the Assignee Type dropdown. 8 Select Donald East from the Assignee dropdown. 9 Select Approval from the Step Type dropdown. 10 Select Save.

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Activity: Creating a One Level up Approval Path

Starting Point: Setup > Approval Process > Approval Path

Step Action

1 Pathway #2

Select the Add button.

2 Key the following into these fields: Path Name: Basic Approval Description: Managers Approval

3 Select Up Submitter Manager Hierarchy from the Assignee Type dropdown. 4 Select One Level from the Assignee dropdown.

5 Select Approval from the Step Type dropdown. 6 Select Save.

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Business Rules

Standard Workflows automate the notification and approval processes, however many companies have unique situations/exceptions that require more than what the standard Workflow can support.

Business Rules provide the ability to create exceptions sending notifications and/or approval requests along a different path based on the criteria outlined in the Business Rule.

Like approval paths, Membership Rules, and Work Groups, Business Rules are reusable.

Example

All Time off requests for employee in the home department 900000 will go to the department VP for approval.

The Time Off request for all other home departments will go one level up for approval.

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Business Rules Navigation

The approval page appears as follows:

Navigation Chart

Starting Point: Setup > Approval Process > Business Rules

Step Action

1 Is where the Business Rule description is keyed.

2 The comparison type allows the practitioner to create criteria by selecting an attribute and then assigning a value.

3 Action Add provides the practitioner with the ability to locate criteria and then add it into the

database.

4 Action Update provides the practitioner with the ability to locate criteria and then update the

information in the database.

5 Action Delete provides the practitioner with the ability to locate criteria and then delete the

information in the database.

6 The calculation type allows the practitioner to calculate data and only capture the values that meet the criteria in the operator & value.

Additional Resources

For more information about Business Rules and how to set them up, see:

 The Setting Up Workflow in ADP Workforce Now guide on the Support Center  The ADP Workforce Now Support Center: Search Business Rule > Select

Documentation

 Page Level Help

1 2 3 4 5 6

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Demonstration: Creating a Business Rule

We will now demonstrate how to create a Business Rule.

Scenario

Create two Business Rules, one for each pathway:

Pathway 1: Home Department = 700000 (Manufacturing)

Activity: Creating a Business Rule

Starting Point: Setup > Approval Process > Business Rules

Step Action

1 Pathway #1

Click ADD.

Result: The Add Business Rule window will open.

2 Complete the following in the Add Business Rule window: Select the Standard Activity radio button.

In the Activity field, select Employee - Time Off Request from the dropdown list. Type Dept 700000 in both the Rule Name and Description fields.

3 Click Done.

4 Complete the following items in the step: Type: Leave as default, Comparison. Attribute: Global - Home Department. Operator: Select = (equal to).

Value: 700000. 5 Select Save.

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Activity Results

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Activity Configuration (Exceptions to Approval Paths)

The Activity Configuration component combines all of the various components of the Workflow together. It is broken down into two tabs: Standard Activities and Custom Activities:

Standard Activities: Within the Standard Activities tab practitioners can select Employee or

Manager Activities to attach to Workflows.

Custom Activities: Within the Custom Activities tab a wizard provides the ability to create

custom Employee Activities. In addition to the activity itself exception pathways can also be setup for customized activities.

Once an activity is selected from the Standard Activity tab there are several setup requirements:

 Default Approval Path (required)  Escalation (optional)

 Emails (optional)

 Exception Approval Paths (Optional)

Important Information

Activity Configuration contains default Standard Activities for employees and managers. These activities cannot be deleted or changed, however practitioners can create customized activities using the Custom Activities tab.

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Navigating Activity Configuration

The Activity Configuration page appears as follows:

Navigation Chart

# Description

1 The Standard Activities tab displays all of the activities (Employee & Manager).

Note: There are no activities for practitioners.

2 The Custom Activities tab provides the practitioner with the ability to create customized activities.

3 These radio buttons are used to toggle between the employee and manager activities. 4 Displays the number of exception pathways created.

5 Displays the list of default activities.

Additional Resources

For more information about Activity Configuration and how to set them up, see:  The Setting Up Workflow in ADP Workforce Now guide on the Support Center  The ADP Workforce Now Support Center: Search Activity Configuration > Select

Documentation

1 2

3

5

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Demonstration: Creating the Default Approval Path in Activity

Configuration

We will now demonstrate how to define the default Approval Path in Activity Configuration.

Scenario

Complete the following activity for Basic Approval:  Identify the default Approval Path as Basic Approval

Activity: Creating the Default Approval Path in Activity

Configuration

Starting Point: Setup > Approval Process > Activity Configuration > Employee - Time Off

Request > Approval Paths and Approvers section

Step Action

1 Select the magnifying glass in the Default Approval Path field, and then select Basic Approval from the dropdown list.

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Scenario

Complete the following activities:  Define the escalation process:

 Field 1: 2  Field 2: 2  Field 3: 5

 Reassign field: Leave it blank  Or Add field: One Level up

Activity: Setting up the Escalation Process

Starting Point: Setup > Approval Process > Activity Configuration > Employee - Time off

Request > Escalation section

Step Action

1 Field 1 - In the first selection field use the up arrow or type in 2 days. (If no action is taken…) 2 Field 2 - In the second selection field use the up arrow or type in 2 days. (Notification email...) 3 Field 3 - In the third selection field use the up arrow or type in 5 days. (After…)

4 Field 4 - In the reassign field leave the default: Leave Blank.

OR add select One Level Up (Note: If selected, only the reassigned approver can approve.) 5 Field 5 - In the Or add field, select One Level Up.

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 2015 ADP, LLC 2-26 W017_ILT_WFN80V01_0415

Demonstration: Creating an Exception Approval Path(s)

We will now demonstrate how to define an exception Approval Path within Activity Configuration.

Scenario

Complete the following activities for the Manufacturing Department (700000):

 Define the exception pathway as follows: Select Dept. 700000 for the Business Rule and

Dept 700000 for the Approval Path.

Activity: Creating an Exception Approval Path(s)

Request > Exception Approval Path(s) tab

Step Action

1 Select Dept 700000 from the Business Rule dropdown. 2 Select Dept 700000 from the Approval Path dropdown. 3 Select Save.

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Demonstration: Workflow Creation for Employee Direct

Deposit

We will now demonstrate how to create a work group and setup an approval path.

Scenario

The Payroll Manages and Payroll Director needs to approve all direct deposit change requests submitted by employees or supervisors.

Activity1. Create a membership rule "Direct Deposit Payroll Group" and select Payroll Department 500000 for the membership rule.

Activity2. Next, create a work group called "Direct Deposit" and attach the Direct Deposit Payroll Group membership rule to it. Ensure that the payroll managers and payroll directors are the only active members within this workgroup. Remove all other members (if any).

Activity3. Next, setup an approval path as follows: Work Group, Direct Deposit, Approval

Activity4. Also, set an Employee Direct Deposits activity configuration, with the default approval path Direct Deposit and set an escalation process as follows:

Field 1: 2 Field 2: 2 Field 3: 4

Reassign field: Leave it blank Or Add field: One Level up

Remember to save your work at regular intervals.

Activity1: Creating a Membership Rule

Step Action

1 Click ADD.

2 Name field: Type DD Payroll Group. Description field: Type Direct Deposit Payroll Group. Click Done.

Attribute: Department (located under Job Title in Validation tables) Operator: = (equal to)

Value: 500000 (Payroll)

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 2015 ADP, LLC 2-28 W017_ILT_WFN80V01_0415

Demonstration (Continued): Workflow Creation for

Employee Direct Deposit

Activity2: Creating a Work Group

Step Action

1 Click ADD.

2 Name field: Type Direct Deposit. Description field: Type Direct Deposit. Click Done.

3 Select DD Payroll Group and then select the single arrow pointing to the right.

4 Select the Members tab, the Current Members tab displays by default. Check to see the members and their Job Titles.

Note: All members should be Payroll Managers and Payroll Directors.

5 If you see any members other than payroll managers and payroll directors, check the checkbox beside their name and then click Save.

Note: This will remove them from the list as they are not required to approve the direct deposit

change requests.

If you wish to add any additional members as approvers, you can add them by going to the

Available for Membership tab.

6 When ready, click Save and select Save & Return.

Activity3: Creating an Approval Path

Step Action

1 Click ADD.

2 Path Name field: Type Direct Deposit. Description field: Type Direct Deposit.

3 Select Assignee Type as Work Group.

4 Select Direct Deposit from the Assignee dropdown. 5 Select Approval from the Step Type dropdown. 6 Select Save.

Activity4: Setting Up an Activity Configuration

Starting Point: Setup > Approval Process > Activity Configuration

Step Action

1 Under Standard Activities ensure, Employee radio button is selected. From the displayed list, select Employee - Direct Deposits.

2 In the Approval Paths and Approvers section, select the magnifying glass in the Default

Approval Path field, and then select Direct Deposit from the dropdown list.

3 In the Escalation section, select/type the following: Field 1: 2; Field 2: 2; Field 3: 4; Reassign field: Leave it blank; and Or Add field: One Level up.

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Module 2: Workflow Creation

Debrief

In this module, we have explored all of the components that can be selected to create a Workflow. Review and write down the correct responses for each of these questions:

1. What portions of the Workflow can you see your company utilizing? 2. What types of exceptions can you incorporate into your company?

Summary

You can now:

 Set up each of the components within a workflow:  Membership Rules

 Work Groups  Approval Path  Business Rules

 Activity Configuration (Exception path)

 Define which steps are mandatory and which are optional

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Workflow

for ADP Workforce Now

®

Module 3: Triggering and Responding to Workflows

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MODULE 3: TRIGGERING AND RESPONDING TO WORKFLOWS HANDOUT MANUAL

Triggering and Responding to Workflows

Purpose

In module 2 we setup the workflow, now we will trigger the workflow and examine the results from different perspectives.

Objectives

Upon completion of this module, you will be able to: • Identify what triggers a Workflow

• Describe what occurs during each stage of the process once a Workflow is triggered • Demonstrate how to access and view messages within the Message Center

• Create Email Templates

• Activate email notifications within Activity Configuration

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 2015 ADP, LLC 3-2 W017_ILT_WFN80V01_0415

Triggering a Workflow Scenario

The following scenario will be used in order to demonstrate all components of a workflow: 1. Peter Biggins from department 700000 (Manufacturing) and Edward Bonner from

department 710000 (Production) will enter a time off request into their self service profiles. 2. This request will trigger the following:

• Peter Biggins’s Request: Notifications will go to the Sales & Operations workgroup and an approval request will go to his director, Donald East. (Pathway #1)

• Edward Bonner’s Request: An approval request will go to his manager, Samuel Barbato -1 level up. (Pathway #2)

3. Samuel Barbato will login to his message center and:

• Review Peter’s notification (For he is in the Sales & Operations workgroup) • Review and approve Edward’s time off request.

4. Donald East will login to his message center to review and approve Peter’s time off request. 5. Peter Biggins will then:

• Login to his message center to see the response. • View the email notification to his response.

Step 1

• An employee or manager enters a change/request, triggering

the Workflow.

Step 2

• Notifications: All roles can receive notifications.

• Approvals: Practitioners and managers/supervisors can receive

approvals.

Step 3

• Recipients access the notification or approvals through their

Message Centers.

Step 4

• Approved requests are saved and will process with payroll

based on their effective date.

Step 5

• The Requestor receives the response to their change/request

in their message center.

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Workflow Perspectives

Employee Requests Time Off

The process begins by a practitioner, employee, or manager triggering the workflow by requesting time off.

Demonstration: Logging in and Requesting Time Off

We will now demonstrate the process of logging in as an employee and requesting Time Off.

Scenario

Log in as Edward Bonner and request one day off. Log in as Peter Biggins and request one day off.

Activity: Logging in and Requesting Time Off

Starting Point: Login as an employee > Myself > Time Off > Request Time Off

Step Action

1 Log in as Peter Biggins.

Note: Enter this information under the User login tab.

2 Use the pathway listed above. Request Time Off page with My calendar displays. Click on the day in the calendar.

3 Then, click Request Time Off.

4 In the Request Time Off window, enter the following into each field: Time Off Policy (dropdown): Vacation

Amount: Type 7 hours Start Time: Type 8:30

Note: If the employee is an hourly time employee such as Edward Bonner the start time and

value will be prepopulated. 5 Click Submit.

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 2015 ADP, LLC 3-4 W017_ILT_WFN80V01_0415

ADP Workforce Now Message Center

The Message Center is a mailbox system used to send notifications and approval requests to individuals regarding a variety of things within ADP Workforce Now®.

The Message Center is located in the top right hand corner of the page:

The Message Center, the Envelope icon, will contain a red circle and a white number on it, as seen in the example when there are unread messages.

The Message Center contains two tabs: Current and Completed.

Current Tab

All notifications and approvals will appear and remain in this tab until they are marked as read.

Completed Tab

Once the entries have been “Marked as read” they will appear in the completed tab.

To clear the completed tab, the user can select the Archive link.

Archived Messages

In order to view the items that have been archived, the user must select Include Archived

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Manager/Work Group Receives Notification/Approval Request

Now that the workflow has been triggered, the assignee must review the notification/approval request and action it if required.

Demonstration: Reviewing a Notification and Approving a

Request

We will now demonstrate how to open the Message Center, review a notification and approve a request.

Scenario

Log in as Samuel Barbato, review your notification triggered by Peter and approve the request from Edward.

Activity: Reviewing a Notification and Approving a Request

Starting Point: Log in > Message Center icon

Step Action

1 Log in as Samuel Barbato.

Result: Samuel’s message center will display the number of unread message on the envelope

icon.

2 Select the Envelope icon.

Result: The message center opens revealing the notification and approval request.

3 Select the action icon to the right of Peter’s name, and then select Review. 4 Select the action icon to the right of Edward’s name, and then select Approve.

Result: An Approve window opens with the option to add comment/s.

5 Type appropriate notes in the Add a Comment box and then click Approve. Edward’s workflow will be complete.

Note: Peter’s request still requires the approval of Donald East, the director, one level up before

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2

nd

Level Approval

In some cases approvals are sent to the next level up. In this scenario we notified the manager group and the approval is required by the director level.

Demonstration: Reviewing and Rejecting a Request

We will now demonstrate how to open the Message Center, review a request and reject it.

Scenario

Donald East received a message in his message center. A time off request from Peter required action. After reviewing the schedule, Donald must reject Peter’s time off request as too many people are off that day.

Activity: Reviewing and Rejecting a Request

Starting Point: Log in > Message Center

Step Action

1 Log in as Donald East.

Result: Donald’s message center will display the number of unread message on the Envelope

icon.

Result: The Message Center opens revealing the notification and approval request.

3 When the action icon to the right of Peter’s name is selected, Donald has the option to select approve or reject the request. Select Reject.

Result: A reject window appears with the option to add comment/s.

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Employee Views Responses

Viewing Workflow Responses

Once the requests have been approved or rejected, the employee will receive a new message indication on the envelope icon.

Demonstration: Viewing Workflow Responses

We will now demonstrate how employee/s can view the response to their requests in the message center.

Scenario

Peter and Edward will now access their message center to view the responses to their requests.

Activity: Viewing Workflow Responses

Starting Point: Log in > Message Center

Step Action

1 Log in as Peter Biggins.

Result: Peter’s home page will display with a red circle with a 1 in it on the Envelope icon on

the top menu bar. 2 Select the Envelope icon.

Result: The message center opens to reveal the request.

3 Select the following: View All Messages link > click on the Subject link

Result: Message will display under the selected row.

To see details: Select the following: View All Messages link > Action icon > View History >

Donald East dropdown > Detail View

Result: A comments window appears with the comments that Donald keyed in after rejecting the

request. The request has been rejected by Donald.

Step Action

1 Use Edward Bonner’s User ID and Password to log into his profile.

Result: Edward’s home page will display with a red circle with a 1 in it on the Envelope on the

top menu bar.

Result: The message center opens revealing the request.

3 Select the following: View All Messages link > click on the Subject link

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 2015 ADP, LLC 3-8 W017_ILT_WFN80V01_0415

Email Notifications in Workflow Messaging and Activity

Configuration

There are two email notification options: Global and Activity-specific.

Both notification types follow the same setup process. Global emails are setup under Workflow Messaging and Activity-specific emails are setup within Activity Configuration.

How-To Activate and Customize Activity-specific Emails

Complete the following Steps:

Request > Emails section.

• Select Final Approval to Submitter option • In the Edit Email Content window:

• Subject field: Type EVENT

• From field: Type <appropriate email address>

• Message field: Type: Your vacation has been approved. Enjoy your

time off.

• Select Save

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Email Templates

Practitioners have the option to define an activity-specific email or use the global email templates. Global email templates can be used for any activity where as activity-specific emails are used for one specific activity. If a global template is being used and then an activity-specific email template is created, the activity-activity-specific email will become the default. In order for an email to be generated (Global or activity-specific) they must be activated. In addition to activating the email the practitioner must enter the email contents.

Note: Companies with employees requiring multiple languages can create the same email in

each language.

Accessing the Email Templates

Page Access Pathway

Global Email Templates: Global Email (Default)

Starting Point: Setup > Approval Process > Global Email Templates Activity Configuration:

Activity-specific Email (Custom)

Starting Point: Setup > Approval Process > Activity Configuration > Select an activity

Global and Activity-specific Email Types

The following email types are available:

Type Description

Activity Cancellation Sends email to the original submitter when an activity is canceled by a practitioner before the approval path is complete.

Activity Notification Sends email to all users designated as assignees for a step in an approval path where the Step Type is notification.

Activity Reroute

(Only Global Email)

Sends email to the new assignee when one or more activities are rerouted by a practitioner.

Approval Assignment Sends email to all users in an approval path where the Step Type = Approve.

Assignment Reminder

(Only Global Email)

Sends email based on the Assignment Reminder rule set on an individual activity.

Escalation or Approval Delegation

Sends email to users assigned to an activity either by the activity Escalation rule or by a manager/practitioner approval delegation.

Final Approval to Submitter

Sends email to the submitter of the activity when the final approval step is approved.

Recall Notice to Previous Approvers

Sends email to the approvers, when that activity is recalled by the submitter before the approval path is complete. Unless Activity-specific, it is sent to the pending approver(s) and all users who previously approved an activity.

Rejection Notice to Previous Participants

Sends email to all previous data entry participants and approvers of an activity when that activity is rejected in a subsequent step of the approval path.

Rejection Notice to Submitter

Sends email to the submitter of an activity if that activity is rejected by any assignee in the approval path.

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 2015 ADP, LLC 3-10 W017_ILT_WFN80V01_0415

Module 3: Triggering and Responding to Workflows

Debrief

In this module we have explored all perspectives of the workflow trigger process. Review and write down the correct responses for each of these questions:

1. What triggers a Workflow?

2. Where do Approval Requests and Notifications go? 3. True or False: Email notifications only go to the submitter.

Summary

You can now:

• Identify what triggers a Workflow

• Describe what occurs during each stage of the process once a Workflow is triggered • Demonstrate how to access and view messages within the Message Center

• Create email templates

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Workflow Management for

ADP Workforce Now

®

Module 4: Delegation

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MODULE 4: DELEGATION HANDOUT MANUAL

 2015 ADP, LLC 4-1 W017_ILT_WFN80V01_0415

Module 4: Delegation

Purpose

This module will introduce the delegation feature. We will explore how delegation works, how to setup, edit and delete delegations and then how to act on behalf of another person in their absence.

Objectives

Upon completion of this module, you will be able to:  Define a delegation

 Design a personal delegation

 Create a delegation on behalf of another person  Edit and delete a delegation

ADP Workforce Now Workflow. Automatic Data Processing, Inc. ES Canada

ADP Workforce Now® Workflow

Table of Contents

Workflow

for ADP Workforce Now

®

Course Introduction

Course Introduction

Course Purpose

Course Objectives

Course Agenda

Workflow Management for

ADP Workforce Now

®

Module 1: Workflow Basics

Purpose

Objectives

Workflow Overview

Pre-Setup Decisions

Workflows

Triggering a Workflow Process

Step 1

• An employee or manager enters a change/request, triggering

the Workflow.

Step 2

• Notifications: All roles can receive notifications.

• Approvals: Practitioners and managers/supervisors can receive

approvals.

Step 3

• Recipients access the notification or approvals through their

message centers.

Step 4

• Approved requests are saved and will process with payroll

based on their effective date.

Step 5

• The Requestor receives the response to their change/request

in their message center.

Audit History

Module 1: Workflow Basics

Debrief

Summary

Workflow

for ADP Workforce Now®

Module 2: Workflow Creation

Module 2: Workflow Creation

Purpose

Workflow Components

Objectives

Workflows

Course Scenario

Brainstorming Workflow Requirements Results

Membership Rules

Membership Rule Navigation

Membership Rule Fields

Pre-Work Decisions

Comparison Type Field

Calculation Type Field

Multiple Criterions

Additional Resources

Membership Rules

Demonstration: Creating a Membership Rule

Scenario

Activity: Creating a Membership Rule - Director of Sales

Activity: Creating a Membership Rule - Manager of Operations

Activity: Creating a Membership Rule - Department Identifier

Work Groups

Overview

Example

Work Group Navigation

Additional Resources

Demonstration: Creating a Work Group & Assigning Membership

Rules

Scenario

Activity: Creating a Work Group & Assigning Membership Rules

Activity Results

Approval Paths

Additional Resources

Approval Path Navigation

Navigation Chart

Workflow Approval Path Options