How do I create custom Employee Date Alert Workflows?

Custom ‘Employee Date’ Alert Workflows allow management to see important upcoming dates, such as soon-to-expire training or employee birthdays. The standard dates in Focus are Start Date, Left Date and Birth Date. Other organisation-specific dates can be created in System>User Fields.

This guide will look at an example Use Case in explaining the following:

  • Setting up the Workflow
  • Setting up email notifications

Use Case

In order to guarantee places on refresher courses, Human Resources would like to set up an alert, highlighting any First Aid qualifications that are due to expire in the next three months. They want to be emailed every Monday morning at 09:00 but only if there are any upcoming expiries.

Setting up the Workflow

  1. Select ‘Workflow’ from the Menu Bar.
  2. Select ‘New’ (single page icon).
  3. Name the workflow ‘First Aid Expires’.
  4. Select ‘Employee Dates’ from the ‘Type’ drop-down menu.
  5. Select ‘First Aid Expires’* from the drop-down menu that appears above ‘Profiles’.
  6. In ‘Groups’, select ‘All’.
  7. In ‘Date Range’, select ‘Next n Days’ and type ‘90’ in the box that appears.
  8. In ‘Profiles’, select ‘Human Resources’.
  9. In ‘Traffic Lights’, set ‘Red’ to 1. This changes the Workflow status from Green to Red as soon as any First Aid qualification is due to expire within the next 90 days.
  10. Save.

* ‘First Aid Expires’ was created in User Fields, as it is not a standard date in Focus.

Setting up email notifications

  1. Tick ‘Email Enabled’.
  2. Select all ‘Recipients’.
  3. Include the Traffic Light Status and the number count of First Aid qualification expiries in the subject line of the email.
  4. Include the content as an attachment as well as in the body of the email itself.
  5. Set the ‘Send Level’ to ‘Whenever Records’.
  6. Select ‘Schedule’ and ‘+Add item’.
  7. Set to send at 09:00 on Mondays.
  8. Save.

Additional information

When you now navigate to the Workflow page in the Menu Bar, ‘First Aid Expires’ sits in the list along with any Workflows that you have access to.

By expanding it, you will see the details of the Workflow.

Related Articles

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User Defined Fields allow you to add your own fields to the Employee Form, to collect the data important to you.

How do I create and assign Workflow Profiles?

Create Workflow Profiles to control which Focus Users receive which reports and alerts.

How do I get started with Workflows?

Workflows are custom reports and alerts that allow you and your leadership team to keep informed and up to date.

How do I set up a ‘No Show’ Workflow and what is it used for?

Create instant triggers to alert your supervisors and department heads of any no shows within their team.

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Create automatic reports for your team leaders and department heads about any persistent lateness issues.

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