Introduction

Workflows play a crucial role in automating HR processes, reducing manual effort, and maintaining consistency in task execution.

In uKnowva HRMS, you can create workflows and surveys that automatically trigger based on defined conditions, saving time and ensuring accuracy in approvals or data collection.

Scheduled workflows are especially useful for recurring surveys like employee engagement feedback, policy acknowledgment, or annual evaluations.

This article will guide you through each step of creating a scheduled workflow or survey in uKnowva HRMS, explaining every section in detail to help you configure it efficiently.

Step 1: Accessing the Workflow Page

To begin, navigate to the left-side navigation panel and click on the HR menu. From the list of sub-menus, select Workflow, and it will open a new page displaying a list of all existing workflows.

 

To create a new workflow schedule or survey, click on the “+” icon located at the top-right corner of the page above the list.

 

This will open a new interface containing four tabs — Workflow Setting, Form, Scheduler/Additional Workflow Setting, and Menu Setting — where you can configure all aspects of your workflow.

 

Step 2: Configuring Workflow Settings

The first tab you will see is the Workflow Setting tab. Begin by entering the basic details, including the Title, Filename, and Category -> Survey of the workflow.

 

These fields define the identity and organization of the workflow within the system.

Step 3: Creating the Workflow Form

After configuring the workflow settings, move to the Form tab.

 

This section allows you to design the form that employees will use to enter details or respond to surveys.

 

You can add a brief description of the form at the top and then use the Generate with AI button to create a form automatically, or you can build it manually using the drag-and-drop builder.

 

 

The form builder provides a range of elements such as text fields, email fields, text areas, checkboxes, user fields, attachments, star ratings, switch buttons, etc, under various categories like basic, data, Layout, and uKnowva fields.

 

These fields allow you to collect different types of data from employees depending on the purpose of the workflow or survey.

If you’d like to learn more about how to configure each form field in detail, you can follow this article:Workflow Form Builder Field Configuration Guide.

Step 4: Setting Up Scheduler and Additional Workflow Settings

Next, navigate to the Scheduler/Additional Workflow Setting tab.

 

To begin scheduling your workflow, toggle the button next to Schedule Workflow to “Yes.”

 

Once enabled, additional configuration fields will appear to help you define when and how often the workflow should be triggered.

Start by setting the Trigger Condition, where you can specify when the survey or workflow should activate.

Options include Yearly, Financial Yearly, Bi-Annually, Quarterly, Monthly, daily, and Weekly.

 

Next, define the Frequency — choose “One-time” if the survey should only occur once or “Recurring” if it needs to happen multiple times.

 

If you select “Recurring,” you’ll also see a field called Maximum Submissions, where you can specify how many times a user can respond. Leaving it blank allows unlimited submissions.

 

The Response Window Field lets you select a date-based profile field, such as “Date of Joining” or “Confirmation Date,” to calculate how long the survey should remain open.

 

After selecting the date field, enter the Response Window (in Days) to define the time frame during which users can respond.

 

You can then move on to Survey Audience Conditions, where you can set rules using AND/OR logic to determine which users will receive the survey.

 

To create a new rule, click on the Add rule button, and for instance, you can create a rule using the Name field and set a condition like “contains,” “equal,” or “not in,” followed by selecting the relevant employees.

 

This ensures that your survey targets the right audience.

Below this, configure display-related options such as Skip Form Field in Listing Page, Header Field in Listing Page, Skip Form Field in Email/Notification, File/Attachment Field, Skip Form Field in Detail Page, Skip Form Field in Export, and Show Form Field in Filters as needed.

 

Step 5: Configuring Menu Settings

The final step involves setting up the Menu Settings tab.

 

Here, you can define where the workflow or survey will appear in your uKnowva HRMS system.

Enter the Title for the workflow, select its Parent Menu, and define who can access it by choosing the appropriate Accessible To options.

 

Once all details are configured, click on the Submit button to save the workflow.

If you’d like to understand how to fill workflow details in more depth, you can follow this reference article:Adding and Executing a New Workflow in the uKnowva HRMS Instance.

Conclusion

That’s it!

You’ve now successfully created a scheduled workflow or survey in uKnowva HRMS.

By following this process, you can automate repetitive HR activities, schedule regular employee surveys, and streamline approval processes without manual intervention.

This feature enhances efficiency, reduces administrative workload, and ensures that all surveys or workflows are triggered accurately based on defined rules.

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..