Introduction

Workflows in uKnowva HRMS are powerful tools that automate and streamline internal processes such as approvals, submissions, and escalations.

These workflows can be customized to suit the specific needs of any organization, ensuring actions are taken at the right time, by the right people, and in the right order.

Creating a new workflow from scratch may sound complex, but uKnowva HRMS makes the process user-friendly through an intuitive interface with drag-and-drop controls, multiple configuration options, and automated execution logic.

This guide explains how to create and execute a new workflow in uKnowva HRMS.

Step 1: Creating a New Workflow from the Workflow Page

If you're not familiar with how to access the workflow module, we recommend reviewing this article first.

Once you’re on the workflow page, look to the right-hand side of the screen and click on the + button to begin creating a new workflow.

This action opens a new interface divided into four essential tabs: Workflow Settings, Form, Additional Workflow Settings, and Menu Settings.

These tabs collectively let you configure the workflow logic, approval levels, form structure, additional customizations, and menu placements.

Each section must be filled out carefully to ensure the workflow functions exactly as needed.

Step 2: Configuring the Workflow Settings

Begin by filling out the Workflow Settings tab.

This section lets you define the workflow’s title, file name, and the category under which it will be classified.

These identifiers help you organize and manage workflows effectively.

You will also find several automated action fields such as On Before Request Submit, On After Request Submit, On After Rejection, On After Final Approval, On After Immediate Approval, On Before Cancel Request, and On After Cancel Request.

These are powerful triggers that let the system perform predefined tasks automatically at each critical point in the workflow lifecycle—be it validations, notifications, or data updates. Here you can add your custom PHP logic.

You can also fine-tune additional controls such as enabling email-based approvals, allowing users to reinitiate canceled or rejected requests, toggling email notifications, and enabling features like “Save as Draft” or “Mark as Processed.”

These toggles allow for greater flexibility in how the workflow behaves under different conditions.

Further down, you’ll find the Levels section. Each level in a workflow represents a separate approval stage.

At each level, you can define who the approver is, what conditions must be met, and what actions should be taken if that approver is unavailable.

uKnowva HRMS supports a variety of approver types, including superiors, immediate superiors, selected users, user groups, or even custom PHP logic for more dynamic setups.

You can also set reminders, escalation paths, allow delegation, and even control editing rights during the approval process.

If needed, you can also insert Additional Approval Fields using a drag-and-drop builder.

These fields will appear only during the approval stage and can be customized for capturing extra input like comments, supporting documents, or values needed for decision-making.

You can also create new approval levels by clicking on the + button, or if you decide to delete any existing level, you can click on the bin icon present at the end of the row.

Step 3: Designing the Workflow Form

The Form tab allows you to design the actual form that users will fill out when initiating the workflow.

This is a drag-and-drop interface where you can place fields such as text boxes, drop-downs, date pickers, checkboxes, and more. Form elements are categorized into sections like Basic, Data, Layout, and uKnowva Fields.

Under the Basic category, you’ll find elements such as Text Field, Email, Text Area, Phone Number, Password, Date/Time, Select Boxes, Radio Buttons, and more.

For more structured inputs, the Data category offers options like Surveys and Data Grids.

The Layout section provides customization options like Columns, Panels, Tabs, and HTML Elements to structure your form effectively.

In the uKnowva Fields section, you can use dynamic options like Profile Fields, User Lists, Table References, and Attachments that link directly to system data.

You can place and configure each field with properties like field labels, default values, required status, and validation rules, etc.

Also, to automate the form creation process, you can use the Generate with AI feature. Simply describe your form, the fields you need, and the form will be generated. You can also customize it as needed.

This ensures the form captures accurate and complete data every time it’s used.

Step 4: Fine-Tuning with Additional Workflow Settings

The Additional Workflow Settings tab lets you control how your workflow data is displayed or excluded across different parts of the system.

You can choose to hide specific fields on list pages, detail pages, and export files.

There’s also the option to exclude certain fields from email notifications and in-app alerts, helping you maintain data confidentiality and avoid unnecessary clutter in communications.

Step 5: Setting Menu Preferences for the Workflow

In the Menu Settings tab, you decide how and where the workflow will appear in the uKnowva interface.

Here, you can assign a title, select a parent menu (such as Profile, Payroll, or Leave), and define which user groups can access this workflow.

This ensures that only authorized personnel have access to view or initiate it.

Once all the configurations are complete across all four tabs, click the Submit button at the top of the page to save the workflow.

It will now be listed on your main workflow page and can be accessed or executed as required.

Step 6: Executing the Workflow

To execute the workflow, return to the main workflow list and search for the workflow you just created.

Once located, click the Execute button present under the Action column to initiate the process.

This triggers the workflow exactly as you configured it, routing requests through each level of approval and following all the rules and conditions you’ve set.

For example, if you included multiple approval stages, uKnowva will automatically send the request to each approver based on the configured hierarchy and wait for their action.

Notifications and automated responses will also fire as per your defined triggers.

Conclusion

That’s it!

You’ve now successfully added and executed a new workflow in uKnowva HRMS.

By following this process, you ensure that every business request flows through the proper channels with complete transparency and control.

The intuitive workflow builder in uKnowva helps HR teams, admins, and business managers create powerful automations tailored to their unique needs.

If you have any questions or need additional support, feel free to contact us at This email address is being protected from spambots. You need JavaScript enabled to view it..