Test Workflows

When to review and test workflows

When your workflow module is first commissioned a set of default workflow processes will already be setup. The default processes provided will depend on what other modules you have on your installation.

It is critical that you take time to review the default workflows provided and ensure that they are configured to trigger when you require them to and that the actions they perform align with your processes and culture.

Nearly all the default workflows perform Email actions notifying colleagues of measures they need to take in response to something that has or is about to happen.

Some workflows provide automated responses to actions such as a request for leave that has been authorised or declined.

It is important you verify the default workflow actions deliver what you want when you want, before you switch them on

Reviewing your Workflows

Before activating your Workflow Module ensure only the Workflows you require are set to run.

Access the Workflow Processes Maintenance window via Workflow > Processes.

Each process will have a clear description of its purpose.

Select each process in succession and press the Edit button.

Check that the When to Start option is set to start when you would require. Where you wish to stop the process from running, set the option to Never (Not In Use). You may wish to note and retain the original settings configuration for when you wish to reactivate the Process.

Review the workflow Action by pressing the Review button, the Process Responses window will open showing the Actions that will trigger in response to your Process setup.

Select the Action you need to check and press the Edit button.

The Action will open in its Action Tab. Where you would like to check an Action is triggered correctly using the Workflow Workbench set the Performed by option to Workbench.

To verify any Email Actions recipients and content select the Email Setup and Email Details tabs respectively.

 

Controlling the impact of Workflow Testing

Whilst testing workflows it is important that you can control who receives email notifications that are triggered.

Before testing workflows advise your colleagues that testing will be taking place. You may choose to identify a point of contact or email address box for parties to direct queries towards should they receive notifications they wish to question or advise upon during the test phase.

There are two approaches to restricting the impact of Workflow testing:

1 Restricted Portal and Workflow test groups

The first is to align workflow testing with the controlled roll out of your Self-Service Portal. If you restrict the users who have access to the Self-Service Portal to your pilot testing team members then you can also ensure that the workflows only trigger for data entries or changes made via the Self-Service Portal.

This approach will ensure only the test subjects and their line managers or other colleagues addressed in each of the Workflow Action Emails trigger and receive notificatios.

To ensure workflows only trigger when Data is entered or updated via the Self Service Portal check each workflow process and make sure the When to Start Option is set to New or Updated Record (External).

If any workflows have a different setting for the When To Start field then you may wish to make a record of the Process and its original settings in case you wish to reverse your testing setup at a later time.

With a restricted set of colleagues using the Self-Service Portal and the Workflows restricted to Trigger only in response to Portal Data entry and updates you have control of who will be impacted by testing and rollout.

2 Set Workflow Actions to be Performed by the Workbench

If you cannot control the Portal testing group because you Self-Service Portal is already rolled out across your organisation then you can prevent the execution of unwanted notifications by setting your workflow Actions Performed By field to Work Bench.

You will need to methodically open each workflow Action and switch this setting to Work Bench manually, returning it to Automatically, when testing is complete. Workflow Actions can be accessed directly via Work Flows > Actions

Now when a workflow is triggered the Action will be captured in the Work Bench for you to review.

Using the Work Bench, Actions Tab you can quickly review each action that is triggered and check the Email Setup to ensure it will be addressed to the desired recipients. You can then check the Email Details tab to verify the subject and content of the notification email.

Once you have reviewed the Action you can select the Cancel check box followed by the Perform button to cancel the Workflow Action. If you are happy for the Action to be completed then Select the Perform check box followed by the Perform button.

You can select multiple check boxes if desired. Selecting the check box at the head of the column will select all check boxes in that column.

More information on the Workbench

Switching Workflows on and off

The Workflow module can be set to active via the “Workflow > Work Flows – On/Off” option. Checking the Processing ACTIVE box will switch the Workflow module on.

Once the Workflow module is switched on any individual workflows who’s Process trigger requirements are met will initiate their programmed Actions.

Individual workflows can be prevented from executing by setting their When to Start option to “Never (Not In Use)

Absences and Overtime Workflows Testing

Switch on the Workflows you wish to test and get the employees to make suitable requests and applications via their portal login. Monitor the resulting Actions and modify the Action setups where required.

Get the managers to make suitable responses to the employee’s requests and applications and monitor the resulting actions.

Where employees have submitted fictional absence requests that are not intended for use then ensure you delete these Absences records from the colleagues HR Record > Personal > Absences section of the windows application.

Recruitment Workflows Testing

Where you have the Recruitment module and associated workflows configured setup a test vacancy and make test applications using fictional applicants to test the processes responses to each stage of the vacancy and Candidate application scenario.

Check the Vacancy and Candidate application status in the respective workbench.

Remove any fictional Vacancies and Candidates after testing is complete