This article covers the entirety of setting up a single user flow within a PA process and understanding the different features within the user flow.
Before we begin, let's define a few important terms:
An Appraisal Process in eloomi consists of one or more user flows. A User Flow is made up of Steps. Steps are the building blocks of eloomi Appraisals. Users engage with the action of a step to move forward to the end of the process. Within the Steps are Action Types, these are supported types of steps you can use to build an Appraisal, e.g. Template, Meeting.
How to create a first user flow
Navigate to the 'Progress' tab within a (newly created) Appraisal process.
Click Add new step.
In the Step details, you can add a Title, define who is Responsible for the step, and the Action type.
Click Create to finish.
Repeat 2 to 4 until you reach the last step of your flow.
Under Step details (pencil button) > Advanced, here you will see two toggles:
Hide this step on the user profile. This hides the step from the employee or both (employee and manager). This is especially useful to hide a grid evaluation step or the final 'placeholder' step in the flow.
Should this step be the final step. This will mark the user as complete as soon as they move into this step, which then triggers them to be added to the statistics of Completed users. This is useful for the final step of your process.
The final "placeholder" step of a process
When creating a user flow, all the Steps that need to be submitted must have a Target step. A target refers to the next step the user will move to when the Step’s action has been submitted or completed. In most cases, the last step for users will not be the actual last step of the process from an admin perspective. This is where the "placeholder" step comes in.
In this example below, the HR Approval step is the final action that users need to complete. In order for this step to be completed, a target step must be added, hence why the "placeholder" step is necessary.
A "placeholder" step does not need to follow any particular format and the Step type does not matter either. Any stakeholder can be responsible for it as long as they are participating in the process. As best practice, you may hide this step from the users to avoid confusion.
Important! Be sure to close the process by making the Target of the last step as itself.
Action types in a Step
Grid Evaluation: This action type allows you to plot the user in the Grid. Based on the user's grid placement, it can define which user flow the user must follow. Hence why you can only place this action type as the first step in a flow.
Template: A fillable document that consists of different components for users to complete.
Template Approval: A "read-only" copy of any template used in a previous step. This action type allows the responsible user(s) to Reject or Approve the template. When they reject, a pop-up appears where they can write their reasons for rejecting.
Meeting: A placeholder step for the meeting in your process. This action type allows you to generate a downloadable material (PDF) with content fetched from the Employee and Manager templates.
Action details
To finalize the setup of your user flow, you need to complete the Action details.
Click on the Action type.
Define who is responsible for the Action.
Assign a user flow if applicable.
Set a target, the destination step once a current step is submitted.
Select a template.
In the same dialog box, you can also set up the notification mails (on the left side) for each step.
Note: If your Step has the Manager as responsible person, the 'Should use Manager Preparation logic' toggle is visible. This toggle should be "on" if you have a meeting step after where you need to generate the downloadable material. This triggers the logic where the platform fetches the information from the right templates. Otherwise, this can remain toggled off.
Who can be "Responsible for" a Step?
There are 3 stakeholders in eloomi Appraisals: Employee, Manager, and HR. You can assign one or all of these stakeholders as responsible for a step.
When you are Responsible for a step, it means you are able to access, complete, and submit the Action type of the step.
When the Responsible for is set to all, the 3 stakeholders are able to access and complete the Action type. However, the stakeholder that is able to submit the Action type needs to be defined separately. If "all" is able to submit, whoever clicks submit first will move the user to the next step. Keep in mind this can cause the other stakeholders to miss the information if they did not open it before submittal.
Best Practices
If you need to change the Step details' Responsible for and Action type, you have to recreate the step instead of editing it.
Once you have finalized the flow, do a final check on the Steps' Targets. Make sure that the targets are pointing to the right steps.
Important!
You are not able to move steps around while editing the process (e.g., drag and drop). If you need to rearrange the steps within the process, you will have to delete and recreate the new steps.
This should never happen once the process is live.
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