Adapting to changing business requirements often involves modifying existing workflows. 

uKnowva HRMS offers a flexible and intuitive interface to edit workflows, whether it’s updating steps, changing approvers, or adjusting conditions. 

This ensures that workflows remain aligned with organizational goals and compliance standards. The ability to edit workflows dynamically enhances operational efficiency and keeps processes up-to-date.

To begin editing, find the three-dots under the action column on the workflows list page. 

Having trouble finding the workflows list page?

Learn how to access workflows list page herefirst. 

By clicking on the three-dot, you get to see a drop-down menu. 

The Edit option lets you modify the chosen workflow. 

When you select Edit, the system takes you back to the configuration interface titled “Edit Workflow.”

Here you can edit and modify all the four tabs.

Configuring the basic workflow settings 

The Workflow Settings tab allows you to configure key parameters for your workflow, ensuring that it functions as per your organization's requirements. In this section, you can modify approval processes, notifications, and other settings to streamline operations.

To understand the details of each field available in the Workflow Settings tab, refer to this article on adding a workflow, where all the fields are explained in detail.

Configuring individual levels in a workflow

Each workflow in uKnowva HRMS is divided into levels, with each level representing a distinct stage in the approval process. You can configure various settings at each level to define how approvals are managed.

Under the Access Type drop-down in the Levels section, you will find various options that allow you to define who has permission to approve at a particular stage. 

These options include predefined roles and dynamic configurations to cater to specific workflows. 

For instance, selecting All Superiors, Immediate Superiors only, or HR Managers will automatically disable the Access field and display "NA," as these roles are already predefined within the system. 

Similarly, choosing Immediate Superiors of Approvers or Skip Level Managers follows the same behavior, as these options do not require additional customization.

If you select Selected Users only, the system will enable the Access field, allowing you to choose specific users from a dropdown list. 

When you opt for Selected User Groups only, the Access field transforms into a dropdown where you can select from predefined user groups.

For more advanced workflows, you can use options like Custom PHP logic or Custom Field. Choosing Custom PHP logic activates the Access field, where you can input custom code to determine access dynamically. 

Once you've selected the appropriate Access Type and completed the configuration for the level, the system ensures a streamlined and accurate approval process.

The Allow Delegation option lets approvers assign their tasks to another user when necessary. You can control whether editing is allowed during approval by setting Allow Editing to "Yes" or "No."

If an approver is unavailable, use the If Approver Not Found dropdown to reassign the task to a specific user. Alternatively, you can enable the Skip Level If User Not Found option to bypass this level altogether. 

The Approval By setting allows you to decide whether any, or all, approvers need to take action.

For reminders, set the number of days after which the system should send follow-ups by filling in the Send Reminder On field. 

You can also define when the system should automatically take action, such as approving or rejecting the request, by configuring the Auto Approve/Reject and Take Action Automatically On fields.

To include additional input fields required at this stage, click the + Add button under Additional Approval Fields. 

This opens a popup where you can design the fields using a drag-and-drop interface, including text boxes, email fields, and more. 

Click on the Submit button to save the field. 

Go back to the workflow levels on the workflow settings tab.

Click the + button at the top of the Levels section to add a new level.

To delete an existing level, click the bin icon next to it. 

Configuring or editing the existing form of a workflow

You can configure or edit the form of an existing workflow to match your organization's requirements. This allows you to modify fields, and other settings without creating a new workflow from scratch.

To make changes, navigate to the Form tab, where you can update form fields, validation rules, and other configurations. 

If you need a detailed understanding of the fields available in the Form tab, refer to this article on adding a workflow.

Configuring or editing additional workflow settings of a workflow 

The Additional Workflow Settings section allows you to fine-tune workflow behaviors based on your organization's needs. 

To modify these settings, go to the Additional Workflow Settings tab, where you can update or customize additional options to enhance workflow efficiency. 

For a detailed understanding of the fields available in this section, refer to this articleon adding a workflow.

Configuring and editing the menu settings 

In the menu settings tab, edit fields like titles, parent category of the workflow, or the user groups that have access to this workflow.

Once all the configurations or edits are done, click the Submit button to save your workflow.

That’s it!

You’ve now learned how to successfully edit or configure an existing workflow 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..