Icon for Create new staff position taskflow solution

Create new staff position

The 'Create new staff position' taskflow is an online tool that simplifies the process of requesting, creating and approving new staff positions.

A step-by-step guide to 'Create new staff position'

This guide will explain the 'Create new staff position' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: Making a request

In this section, a logged-in employee places a request for a new staff position, and HR is notified.

Request new staff position

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this taskflow: This paragraph contains instructions on how to personalize the taskflow for you and your company. If you intend to run the taskflow, these changes can not be ignored.

Next you'll notice that there are five faded out fields. These are called 'hidden fields'. These fields capture information without displaying them to the user and make their information available to other tasks in the taskflow.

The taskflow starts when a logged-in person fills in this form with their request for a new staff position to be created.
Request new staff position

Notify HR of request

Human resources is notified of the request for a new staff position. A link at the bottom of the email leads them to the next task.

Kotive creates the content of the email by pulling in the feedback from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the first form. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to HR, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous form and put the information from that form into this email.
Notify HR of request


Section 2: Creating the job description

HR creates a job description, and it is reviewed by the originator.

HR create job description

This form task has one condition:

Activate this task when...
'Role' IS 'HR'

This form can only be viewed and completed by somebody from Human resources.

Human resources reviews and edits the information supplied by the originator, and suggests a salary amount, in order to create a job description for the new staff position.
HR create job description

Request job description review

The original employee receives an email requesting that they review the job description. A link at the bottom of the email leads them to the next task.
Request job description review

Review job description

The originator reviews the job description that HR has put together. If they're unhappy with the description, they make changes and indicate that they aren't satisfied with the job description. Otherwise, they leave the fields as they are and indicate that they are satisfied with the job description.

Based on the decision made by the originator in this form, either the 'Notify HR of approval' email task will be activated next, or the 'Notify HR of changes - sub-taskflow' sub-taskflow will be activated next.

This is possible because of conditions.
Review job description


Section 3: Notifying Human resources

Human resources is notified either that the description has been approved, or that changes are required.

Notify HR of approval

This email task has one condition:

Activate this task when...
'Are you satisfied with the job description?' IS 'Yes'

This email will only be sent if the originator was happy with the job description in the previous form task.

Human resources receives an email informing them that the originator approved the job description, and that management will receive an email requesting them to review the description.
Notify HR of approval

Notify HR of changes - sub-taskflow

This sub-taskflow has one condition:

Activate this task when...
'Are you satisfied with the job description?' IS 'No'

This sub-taskflow will only be activated if the originator was unhappy with the job description in the 'Review job description' form task.

Notify HR of changes - sub-taskflow

Notify HR of changes

Human resources receives an email informing them that the original employee was dissatisfied with the job description, and that they requested changes to be made.

A link at the bottom of the email leads them to the next task.
Notify HR of changes


Section 4: Changing the job description

Human resources changes the job description, and the originator approves the description or cancels the request.

Create job description 2

This form task has one condition:

Activate this task when...
'Role' IS 'HR'

This form can only be viewed and completed by somebody from Human resources.

Once again, Human resources reviews and edits the information supplied by the originator.
Create job description 2

Request job description review 2

Again, the original employee receives an email requesting that they review the job description. A link at the bottom of the email leads them to the next task.
Request job description review 2

Review job description 2

Once again, the originator reviews the job description that HR has put together. If they're unhappy with the description, they can cancel the request for a new staff position. Otherwise, they indicate that they are satisfied with the job description.

Based on the decision made by the originator in this form, either the 'Notify HR of disapproval' email task will be activated next, or the 'Notify HR of approval 2' email task will be activated next.

This is possible because of conditions.
Review job description 2


Section 5: Notifying Human resources

Human resources is informed of the cancellation of the request, or the approval of the job description.

Notify HR of disapproval

This email task has one condition:

Activate this task when...
'Are you satisfied with the job description or do you want to cancel the new staff position request?' IS 'Cancel'

This email will only be sent if the originator was unhappy with the job description in the previous form task, and decided to cancel the new staff position request.

Human resources receives an email informing them that the request for a new staff position has been canceled. The reason for the cancellation is included in the email.

If the original employee canceled the request in the previous form task, then the taskflow is finished as soon as this email has been sent, and no more tasks are activated from this point forward.
Notify HR of disapproval

Notify HR of approval 2

This email task has one condition:

Activate this task when...
'Are you satisfied with the job description or do you want to cancel the new staff position request?' IS 'Yes'

This email will only be sent if the originator was happy with the job description in the 'Review job description 2' form task.

Human resources receives an email informing them that the originator approved the job description, and that management will receive an email requesting them to review the description.
Notify HR of approval 2

After 'Notify HR of approval 2' email has been sent, the sub-taskflow is complete and the original taskflow continues.

Section 6: Management reviews the request

Management is notified about, and reviews, the new request.

Request management review

This email task has one condition:

Activate this task when...
'Are you satisfied with the job description?' IS 'Yes'

This email will only be sent if the originator was happy with the job description in the 'Review job description' form task. If the originator only approved the job description in the 'Review job description 2' form task, then a similar email ('Request management review sub') will be sent, which pulls in the fields from that form, instead.

Management receives an email informing them that a request for a new staff position has been made. A link at the bottom of the email leads them to the next task.
Request management review

Management review

This form task has two conditions:

Activate this task when...
'Are you satisfied with the job description?' IS 'Yes'
AND
'Role' IS 'Manager'

This form can only be viewed and completed by a manager, IF the originator was happy with the job description in the 'Review job description' form task. If the originator only approved the job description in the 'Review job description 2' form task, then a similar form ('Management review sub') will be displayed, which pulls in the fields from that form, instead.

Management reviews the job description, makes changes if necessary, and approves or denies the request for a new staff position.
Management review


Section 7: Notifying HR and originator of Management's decision

Human resources and the original employee are both informed of management's decision.

Management approved request

This email task has one condition:

Activate this task when...
'Do you approve the request for the new staff position?' IS 'Yes'

This email will only be sent if the manager approved the request for a new staff position in the previous form task. If the manager approved the request in the 'Management review sub' form task, then a similar email ('Sub Management approved request') will be sent, which pulls in the fields from that form, instead.

The original employee and Human resources both receive an email informing them that the request for a new staff position has been approved.
Management approved request

Management denied request

This email task has one condition:

Activate this task when...
'Do you approve the request for the new staff position?' IS 'No'

This email will only be sent if the manager denied the request for a new staff position in the 'Management review' form task. If the manager denied the request in the 'Management review sub' form task, then a similar email ('Sub Management denied request') will be sent, which pulls in the fields from that form, instead.

The original employee and Human resources both receive an email informing them that the request for a new staff position has been denied. The reason for denial is pulled in from the 'Management review' form task.
Management denied request

After the 'Management approved request' or the 'Management denied request' email has been sent, the 'Create new staff position' taskflow is complete.
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