Assigning Workflows at the System Level

To assign workflows to use for enrollments at the system level, use the System Workflow Grid form. You can also assign workflows at the client level. Settings defined at the client level override global settings. For more information, see Assigning Workflows at the Client Level.

The Min # of Overlap days designates the limited amount of time an employee has to complete the open enrollment workflow when the workflow start date plus the Min # of Overlap days extends beyond the open enrollment window. This option is used only in an enrollment workflow overlap scenario.

• If the start date is the date the first workflow is submitted, 4/25/19, the system checks the Min # of Overlap days on the grid and adds that number of days to the Start Date Window. It then calculates a date of 4/27/19. The system then checks the End Date Window on the grid.
• If the calculated date is greater than the end date on the grid, the system uses the calculated date.
• If the end date is in the past, 4/23/19, the system uses the calculated date of 4/27/19 for the workflow end date.
• If the dates are equal, 4/27/19, the system uses the calculated date of 4/27/19 for the workflow end date.
• If the end date is in the future, 5/3/19, the workflow end date is 5/3/19.
• If the Min # of Overlap days is left blank, the system uses the current logic of same length as window dates - the length between start date window and end date window.
• Use the Filter Records panel to filter system-level workflows by entering the OE Start Date and OE End Date, then clicking Search.
• Use First, Prev, Next, and Last to navigate through the workflow history.
• View the total number of records, shown in the lower right-hand corner.

Creating a Workflow Assignment

To create a new workflow assignment to use during enrollments:

1. Click (Back Office).
2. From System|Change, select System Workflow Grid. The System Workflow Grid form opens.
3. Click Add Row. The Add a New Record panel opens.
Use this option To define this
Effective Date The date that the benefits that are offered in the workflow become effective for an employee. For example if the enrollment elections start coverage on 06/01/2018,enter that date. Required.
BE Workflow The BE Workflow to use for benefit enrollments. The list displays all active workflows in the Workflow Library.System Onboarding Workflow Grid
BE Open Window Length The number of days from the Effective Date during which an employee can enroll in benefits.

Min # of Overlap days

The Min # of Overlap days designates the limited amount of time an employee has to complete the open enrollment workflow when the workflow start date plus the Min # of Overlap days extends beyond the open enrollment window. This option is used only in an enrollment workflow overlap scenario.

AE Workflow

The Anytime Enrollment workflow.
OE Workflow The OE Workflow to use for open enrollments. The list displays all active workflows in the Workflow Library.

OE Start Date and OE End Date

The start and end dates to use for open enrollments. The OE Start Date is the first day that employees can review and make elections during the Open Enrollment period. The OE End Date is the last day that the employees can submit elections.

The OE Start Date and OE End Date must fall before the workflow Effective Date.

WF End Date

The last day that benefits are active and cover the employee. If the Effective Date for the benefits is 06/01/2018, the WF End Date is 05/31/2019, the End Effective Date. This option is required and cannot be earlier than the OE End Date.

Audit

Click to display audit logs. The system displays a message if no logs are available.
4. Click Save. The record displays in the records table.
5. If needed, assign additional workflows.
6. Click Save.

Copying a Workflow Assignment

You use an existing workflow assignment as the basis of a new one by copying it and assigning a new effective date. For example, you can copy the information from a previous year to use for the current year.

To copy a workflow assignment:

1. In the System Workflow grid, click Copy New. The Copy an Existing Record panel opens.
2. Enter the Effective Date for the record to copy.
3. Enter the New Effective Date for the record to create.
4. Click Save. The record maintains the settings from the original record and displays the new effective date in the Records panel.