Creating and implementing new workflows is a breeze with uKnowva HRMS.

The platform enables administrators to design customized workflows tailored to organizational needs, ensuring seamless task automation and process management.

From defining steps to setting approval hierarchies, uKnowva simplifies the process of adding and executing workflows. This feature enhances productivity, reduces manual intervention, and ensures consistency across operations.

To begin adding, go to the Workflows List page.

On the right side of the page, you will see a +button.

Clicking this button lets you create a new workflow.

When you click it, a new interface opens, divided into four tabs:

Workflow Settings, Form, Additional Workflow Settings, and Menu Setting.

Workflow Settings Tab

The Workflow Settings tab requires you to define the foundational aspects of the workflow.

You’ll start by entering a Title, and a Filename, and selecting a Category.

These fields help you name and classify the workflow.

Then you have certain fields to trigger and help you execute the workflow action proactively and automatically. Explanation of each given below:

• On Before Request Submit: Triggers actions or validations before a request is formally submitted.
• On After Request Submit: Executes actions (e.g., notifications) immediately after a request is submitted.
• On After Rejection: Automates follow-up actions (e.g., alerts) when a request is rejected.
• On After Final Approval: Performs tasks (e.g., updates) once a request receives final approval.
• On After Immediate Approval: Handles actions for requests approved without additional approvals.
• On Before Cancel Request: Validates or triggers processes before a request cancellation is finalized.
• On After Cancel Request: Executes actions (e.g., notifications) after a request is successfully canceled.

Below these, there are several configuration options for specific behaviors.

• Allow Email Approval Toggle Button: Enables or disables email-based approval for convenience.
• Allow Reinitiate Toggle Button: Permits or restricts users from reinitiating rejected or canceled requests.
• Allow Send Email Toggle Button: Controls whether email notifications are sent for workflow actions.
• Enable Save as Draft Toggle Button: Allows users to save requests as drafts for later submission.
• Enable Processed Option Toggle Button: Marks requests as processed to track completion status.

Each workflow consists of levels.

Each level represents a stage in the approval process.

For every level, you can configure settings such as access permissions, delegation options, and reminders.

If an approver is unavailable, you can set fallback actions, such as escalating the request to a higher authority.

You can add new levels by clicking the + button at the top of the Levels section. If you make a mistake or want to remove a level, click the bin icon next to that level.

If you need to add extra fields for an approval stage, click the + Add button in the Additional Approval Fields section.

This action opens a popup with a drag-and-drop interface where you can add text boxes, email inputs, and other fields.

After completing the configuration, click the Submit button to save your settings.

Form Tab

The Form tab lets you design the data entry form used in the workflow.

Using the drag-and-drop interface, you can add various input fields like text boxes, email fields, and dropdown menus.

This form is what users fill out when they initiate the workflow.

Additional Workflow Settings Tab

The Additional Workflow Settings tab helps you to refine how the workflow data appears.

You can choose to hide specific fields on listing pages, detail pages, or export files. Additionally, you can exclude certain fields from appearing in notifications and emails.

Menu Settings Tab

In the final tab, Menu Setting, you determine where the workflow appears in the application.

You can set a title for the workflow and choose its parent menu (e.g., Profile, Leaves). You can also specify which user groups can access the workflow by selecting from a dropdown menu.

Once you complete all configurations, click the Submit button at the top of the page to save the workflow.

Executing the workflow

Returning to the main workflow page, you can then further execute the workflows effortlessly.

The Execute button is used to run the selected workflow immediately.

Clicking on this button initiates the workflow process exactly as it is configured.

For example, if a workflow involves approval levels, the system will simulate the request submission and follow the approval path you’ve set up.

That’s it!

You have now learned how to successfully add new workflows and execute them effortlessly in your uKnowva HRMS instance.

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..