Introduction

Workflows in uKnowva HRMS streamline HR operations by automating processes like approvals, escalations, and user input handling.

As business needs evolve, it becomes necessary to update existing workflows rather than recreate them from scratch.

uKnowva provides a simple interface for editing any part of an existing workflow—whether it’s the approval hierarchy, form structure, or advanced settings.

This article will walk you through the complete process of editing a workflow, step-by-step.

Step 1: Navigating to the Edit Option for a Workflow

If you’re unfamiliar with how to access the workflow module, please refer to this guide before proceeding.

Once you're inside the workflow module, locate the specific workflow you want to modify.

You can scroll through the list manually or use the search bar at the top of the screen to narrow down results by keyword.

After locating the workflow, move to the Actions column and click on the three-dot menu icon.

This will reveal a drop-down menu where you must select the Edit option.

Doing so will redirect you to the familiar workflow creation interface, now titled Edit Workflow, where all four major tabs—Workflow Settings, Form, Additional Workflow Settings, and Menu Settings—become editable.

Step 2: Modifying the Basic Workflow Settings

The Workflow Settings tab is where you define the backbone of your workflow.

Here, you can update general settings such as approval types, who approves what, notifications, reminders, and escalation logic.

This is especially useful if your organization has undergone structural changes that affect how approvals should be routed.

You can update the approval matrix, define delegation rules, set reminder frequencies, and control whether editing is allowed during approval stages.

If you're unsure about the specific fields in this section, refer to this detailed article, which explains every option thoroughly.

Step 3: Configuring Individual Workflow Levels

Each workflow is made up of multiple levels, and each level represents a stage in the approval process.

Under the Levels section of the Workflow Settings tab, you can configure how approvals are assigned and handled.

Choose an appropriate Access Type to define who has permission to approve at that level.

Options range from predefined roles like All Superiors or HR Managers to more dynamic selections like Selected Users, User Groups, or even Custom PHP Logic for complex scenarios.

When selecting custom options, the Access field becomes active, letting you choose specific users, groups, or write custom logic.

You can also toggle options for Allow Delegation, Allow Editing, and set fallback mechanisms using If Approver Not Found or Skip Level If User Not Found.

For each level, you can define how many approvers must take action using the Approval By setting and set automated actions like approval or rejection after a certain time.

To gather additional input during approval, use the + Add button under Additional Approval Fields.

This opens a builder where you can design fields like dropdowns, email inputs, and text boxes.

Submit the form to save these fields, which will then become part of the approval level.

To add more levels, click the + button at the top. If a level is no longer required, you can delete it using the trash bin icon beside it.

Step 4: Editing the Workflow Form

The Form tab allows you to manage the fields presented to the user when the workflow is initiated.

This is useful for updating forms to match new policies or operational needs. You can add, remove, or rearrange form fields using the drag-and-drop interface.

Validation rules, conditional visibility, field mappings, and descriptions can also be edited here.

If you’re unfamiliar with how to structure or configure a form, the same article referenced earlier provides a detailed breakdown of each available field and setting.

Step 5: Updating Additional Workflow Settings

Navigate to the Additional Workflow Settings tab to fine-tune how your workflow behaves.

Here, you can modify backend settings that affect workflow automation, escalation paths, and data handling rules.

These settings are especially useful for customizing workflows for more advanced use cases, such as integrating with third-party systems or conditional logic based on data inputs.

Step 6: Adjusting Menu Settings

In the Menu Settings tab, you can update how the workflow is categorized and who can access it.

You can change the Title, assign the workflow to a different Parent Category, and control visibility by selecting the relevant User Groups.

This ensures that workflows are organized properly and only accessible to the intended audience within your organisation.

Step 7: Saving the Changes

After making all necessary modifications across the tabs, review everything carefully. Once satisfied, scroll down and click the Submit button to save your changes.

Conclusion

That’s it!

You’ve now successfully edited an existing workflow in uKnowva HRMS.

By following this process, you ensure your workflows stay updated and aligned with your organization’s policies and structure.

Whether you’re adjusting access roles, changing approval flows, or refining the input form, uKnowva makes the process flexible and easy to manage.

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..