Icon for Training request taskflow solution

Training request

The 'Training request' taskflow is designed to manage and organize the process of requesting training, approving or denying the request, and finally submitting proof of the training to monitor the employee's compliance.

A step-by-step guide to Training request

This guide will explain the ‘Training request’ 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: Creating a training request

In this section, an employee submits a request for training, and their supervisor is notified about the request.

Request training

The first thing you'll notice on this form is a big 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.

This form has one condition:

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

Only employees can view and complete this form.

The taskflow starts when a logged-in employee fills in this form.
Request training

Notify supervisor

The supervisor receives an email detailing the employee's request for training. They are instructed to approve or deny the request in the next task.

Kotive creates the content of this email by pulling in information 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 earlier forms. 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 the supervisor, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous forms and put the information from those forms into this email.
Notify supervisor


Section 2: Review the request

In this section, the supervisor approves or denies the employee's training request, and the employee is notified of the outcome.

Review request

The condition for this form is:

Activate this task when...
'Email' IS '{user.email:{field.value:c1d6cb13e70a4ec7acaebca23ec9b1a4}}'

This form can only be viewed by the supervisor chosen by the employee in the 'Request training' form task. This is possible because the condition makes use of a dynamic field tag, which checks the email address of the person chosen by the employee. The condition then compares it to the email address of the person who is currently logged-in and attempting to view the form.

The supervisor views the details of the training request, and approves or denies the request.
Review request

Notify employee denied

This email contains one condition:

Activate this task when...
'Is the request approved?' IS 'Deny'

This email will only be sent if the supervisor denied the request in the previous form task.

The employee receives an email notifying them that their training request has been denied.

If the request was denied in the previous form task, then the taskflow is over as soon as this email is sent.
Notify employee denied

Notify employee approved

This email contains one condition:

Activate this task when...
'Is the request approved?' IS 'Approve'

This email will only be sent if the supervisor approved the request in the previous form task.

The employee receives an email notifying them that their training request has been approved. They are instructed to move onto the next task (as soon as the training is over) and upload proof of the completion of their training.
Notify employee approved


Section 3: Completing the training

The employee submits proof of their completed training, and the supervisor reviews the proof and verifies whether or not the training was completed.

Proof of training

This form has the conditions:

Activate this task when...
'Email' IS '{user.email:{field.value:5412888ca4824092bc7d29a2e7bda0d7}}'
AND
'Is the request approved?' IS 'Approve'

This form can only be viewed and completed by the employee who was selected in the first form, 'Request training', and only if the request was approved in the 'Review request' form task.

The employee uploads proof of the completion of their training, and then pastes the link to the uploaded document in the field provided.
Proof of training

Notify supervisor

The supervisor is notified that the employee has uploaded proof that they've completed their training. They are instructed to verify the proof in the next task.
Notify supervisor

Has the training been completed?

The only condition on this form is:

Activate this task when...
'Email' IS '{user.email:{field.value:c1d6cb13e70a4ec7acaebca23ec9b1a4}}'

This form can only be viewed by the supervisor chosen by the employee in the 'Request training' form task. This is possible because the condition makes use of a dynamic field tag, which checks the email address of the person chosen by the employee. The condition then compares it to the email address of the person who is currently logged-in and attempting to view the form.

The supervisor reviews the proof of completed training, and indicates if the training has indeed been completed, or hasn't.
Has the training been completed?

Once this last form task has been completed and saved, the 'Training request' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Training request taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!