Creating a Workflow (Benefits Enrollment)

To create workflows for enrollments, use the Workflow Library form. You can also use this form to add notifications to send to employees or groups during enrollments. As you create the workflow, you are also building the workflow's navigation menu structure that the employee views during the enrollment. The forms in the workflow display in the navigation menu in the same order in which you arrange them.

To create a custom workflow for enrollments:

Click

(Back Office).

From System|Change, select Workflow Library. The Workflow Library opens.

Click Create New Workflow. The Create New Workflow form displays.

For this option	Define this information
ID	A unique workflow ID. Required.
Name	A unique Name for the workflow. Required.
Workflow Type	Enrollment. The type of enrollment. The Onboarding workflow type is used only to create workflows in Onboarding
Start Date, End Date	Inactive. You set these dates when you submit the workflow.

Click Save. The Process, Forms, and Notifications tabs become active, and the name of the form changes to Edit Workflow.

To create a custom workflow for enrollments based on an existing form:

Click

(Back Office).

From System|Change, select Workflow Library. The Workflow Library opens.

Click Duplicate on the form to clone. The Duplicate Form form displays.

For this option	Define this information
ID	A unique workflow ID. Required.
Name	A unique Name for the workflow. Required.
Version	Select the version of the form to be duplicated. Required.

Click Duplicate. The Process, Forms, and Notifications tabs become active, and the name of the form changes to Edit Workflow.

Defining the Process

The lists displayed in the Process tab are for the Welcome, Benefits Summary, and Confirmation forms.

You can click (Edit) next to the list to edit the form's display name.

To define the process:

Select the Process tab.

Select the form to use from each list. You can clear the I-9 option if you do not want to include the I-9 forms in the workflow.

Select Approve Every Employee Enrollment if an administrator must approve all enrollments.

You must set up a user as a Benefit Approver (if the user is a worksite manager) or Benefit Manager (if the user is a service provider) for this option to be available. You must also set up an approval policy at the system level.

Select HSA Request to inform employees that they must complete certain forms when selecting a high deductible health plan and provide a link to download the forms. Then, enter a message in the Title field and the Message field. Options are available for both English and Spanish. To add documents for employees to download, click Add to select a document to upload.

Click Save.

Adding Forms

You can add forms to the workflow by dragging them from the Forms Available panel to the Forms Selected panel and organizing them in the appropriate order. Forms in bold are prebuilt forms.

You can organize forms into categories. This is especially helpful for workflows that include many forms. The category displays in the navigation menu, and the included forms for each category display as sub-menu items.

To add forms:

Select the Forms tab.

Click Add Category in the Forms Selected panel. The Category Name dialog box opens.

Enter the Category Name and click Save. The category displays in the Forms Selected panel.

Click and drag forms into the Form Selected panel and arrange in categories in the appropriate order.
You can change the name of a category or form by clicking

(Edit). To remove a category or form from the Forms Selected panel, click x.

Creating Notifications and Submitting the Workflow

You must create notifications and set up recipients for them to be available to assign to workflows. See Notification Templates (Enrollments) for more information about creating notification templates. See Notification Recipients (Enrollments) for more information assigning notification recipients.

When you submit a workflow, the system sets the workflow's version and revision numbers.

To create notifications and submit the workflow:

Select the Notifications tab.

Select Enabled for each notification to attach to the workflow.

Click Save. The Submit Workflow dialog box opens.

Select one of the following options:

Option	Description
Immediately	The system sets the workflow status immediately to Active, and sets the current date as the Start Date. Since there can be only one active version of the workflow, the system changes the status of any prior active version to Inactive and sets the current date as its End Date.
Future Date	You are prompted to enter a Start Date. The system sets the workflow status to Inactive, changing it to Active on the start date. Since there can be only one active version of the workflow, the system changes the status of any prior active version to Inactive and sets the start date for the new version as its End Date.
Save as Draft	The workflow status is set to Draft. The system does not set a Start Date nor does it set version or revision numbers for the workflow .

Click Submit Workflow.