Transcript Workflow Management

Workflow Management
for ADP Workforce Now®
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© 2012 ADP,©Inc.
ADP
Proprietary
and Confidential - All Rights Reserved. For Internal Use Only.
2015
ADP,
LLC
Welcome to Workflow Management for ADP
Workforce Now
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ADP
Proprietary
and Confidential - All Rights Reserved. For Internal Use Only.
2015
ADP,
LLC
Copyright and Trademarks
Copyright © 2015 ADP, LLC. All rights reserved.
These materials may not be reproduced in any format without the express written
permission of ADP, LLC.
The ADP logo, ADP, and IN THE BUSINESS OF YOUR SUCCESS are registered
trademarks of ADP, LLC. All other trademarks and service marks are the property
of their respective owners.
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© 2012 ADP,©Inc.
ADP
Proprietary
and Confidential - All Rights Reserved. For Internal Use Only.
2015
ADP,
LLC
Introductions and Expectations
 Your name
 Your location
 Your role
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Proprietary
and Confidential - All Rights Reserved. For Internal Use Only.
2015
ADP,
LLC
Norms
 Be responsible for your own
learning.
 Return promptly from breaks.
 Participate. Ask any question
that comes to mind.
 Make mistakes. This is a safe
environment.
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ADP
Proprietary
and Confidential - All Rights Reserved. For Internal Use Only.
2015
ADP,
LLC
Course Purpose
This course prepares you to use the features of ADP Workforce Now® to
automate your company's self service notification and approval process.
In this session we will explore the components of a Workflow, and how to
customize each step to meet your business needs. We will explore the
Workflow results from the practitioner, manager and employee
perspectives.
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Course Objectives
Upon completion of this course, participants will be able to:
 Discuss Workflow Management Fundamentals
 Identify which components of a Workflow are required for your task
 Create a Workflow
 Describe what triggers a Workflow
 Demonstrate how to respond to Workflow approvals
 Delegate Workflow tasks
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Course Agenda
During this course we will explore several topics. Each topic and module
within the ADP Workforce Now training has been designed to build upon
the previous topic/ module.
In addition, ADP provides three different online resource tools that are
designed to support your learning after class.
During this course we will explore the following:
 Module 1: Workflow Basics
 Module 2: Workflow Creation
 Module 3: Triggering and Responding to Workflow
 Module 4: Delegation
 Module 5: Course Closing
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Module 1: Workflow Basics
Workflows Basics
Purpose
 This module will introduce you to the basic fundamentals required to
build workflows within ADP Workforce Now.
Objectives
At the completion of this module, you will be able to:
 Identify the purpose of a Workflow
 Define the components within a Workflow
 Explain a basic Workflow
 Identify where Workflow audit histories are displayed
 Provide examples for each component within the Workflow
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Workflow Overview
Many different changes/requests are made daily to maintain accurate
information within ADP Workforce Now. Some changes are simple
updates and have no impacts. Some require specific people to be
notified and others require an approval. The Workflow feature provides
the ability to create these notifications and approvals and assign them to
a specific change or request type.
Practitioners are responsible for setting up the Workflows; however
managers and employees can trigger them. Once the Workflow is setup,
the changes/requests (or events) are what trigger the Workflow to begin.
This automation helps ensure all steps in your company's review,
approval and notification processes are completed within the time frames
your company requires.
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Pre-Setup Decisions
Prior to setting up a Workflow there are several decisions to be made:

If notifications and/or approvals will be used for each change/request?

What change types will require notifications and/or approvals?

Who will have access to make changes?

What changes will be made available for employees within the self service feature?

What changes will be available to managers/supervisors?

Who will be notified on what changes/requests? (individuals, level up or a work group)

Who will be responsible for approvals on what changes/requests? (individuals, level up or
a work group)

Who will receive reminder emails and when?

Who will receive escalations when approvals have been pending with no response?

What wording will be used in the email messages?
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Workflows
Workflows have six possible components. The only components that are
required in order to setup a workflow are: An Approval Path and Activity
Configuration.
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Workflows
The remaining components are used to customize and enhance the
Workflow.
As we progress through this course, we will explore and setup each of
the six components.
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Triggering a Workflow Process
This image shows the Workflow process from when it is triggered by
the initial change/request through to the final approval/rejection. This
process consists of 5 steps:
 A change/request is made by an employee or a manager, triggering
the Workflow.
 Notification and/or approvals are distributed based on the criteria in
the Workflow.
 Notifications/approvals are reviewed in the Message Center.
 Practitioner(s) and /or Manager(s) approve requests.
 Requestor views the final approval/rejection.
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Triggering the Workflow Process
Step 1
Step 2
Step 3
Step 4
Step 5
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• An employee or manager enters a change/request,
triggering the Workflow.
• Notifications: All roles can receive notifications.
• Approvals: Practitioners and managers/supervisors can
receive approvals.
• Recipients access the notification or approvals through
their message centers.
• Approved requests are saved and will process with
payroll based on their effective date.
• The Requestor receives the response to their
change/request in their message center.
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Poll
Refer to the handout manual.
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Audit History
Audit History can be viewed in Message Center within the Current or
Completed tab. Information remains in the current tab until it is marked
read and archived. Based on where it is viewed it will appear slightly
different:
The Current Tab
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Audit History
The Completed Tab
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Debrief
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Module 1 Summary
Objectives
The user can now:
 Identify the purpose of a Workflow
 Define the components within a Workflow
 Explain a basic Workflow
 Identify where Workflow audit histories are displayed
 Provide examples for each component within the Workflow
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Module 2: Workflow Creation
Workflow Creation
Purpose
As discussed in the previous module, all 6 components are not required
when creating a Workflow. Although only an Approval Path and Activity
Configuration are required to setup a Workflow, it is important to
understand the value of the remaining components.
In this module, we will expand our knowledge by using one scenario that
will encompass all six components of a Workflow. Each component will
provide an overview and hands on activities to demonstrate how to
complete the setup. Once all components are setup they will be
combined in the Activity Configuration step.
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Workflow Creation
Components
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Workflow Creation
Objectives
Upon completion of this module, you will be able to:
 Set up each of the components within a Workflow:
 Membership rules
 Work Groups
 Approval path
 Business Rules
 Activity Configuration (Exception path)
 Define which steps are mandatory and which are optional
 Demonstrate how to escalate pending Workflows after a period of
inactivity
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Activity Results
Workflows
Refer to handout manual to
view the Workflows.
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Brainstorming Workflow Requirements
Brainstorm the requirements
for the Workflow using the
chart in the handout manual.
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Membership Rules
Membership Rules define who is eligible to be a member of the group
based on criteria outlined within the rule. Membership Rules can be
associated with security profiles or Work Groups and can be reused for
multiple purposes. Once the rules are set, ADP Workforce Now
automatically adds or deletes members from the group based upon if
they meet the criteria outlined in the rule.
In addition to the automated process, members can also be manually
added by selecting employee in the Available for Membership tab.
For example: If the criterion in department equals 400400, then all
employees that have a department code of 400400 will appear as a
member of this rule. In addition if David’s department changes from
400400 to 500500, he will automatically be removed from the rule
400400 and placed into the membership rule for department 500500. If
Sally is hired into department 400400 she will automatically appear as a
member in this rule.
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Membership Rule Navigation
 The screen layout will appear differently based on the type selected.
Let’s review the two screens.
 Starting Point: Setup > Approval Process > Membership Rules
Note: There are additional attributes not seen in this diagram.
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Comparison and Calculation Navigation
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Membership Rule Fields
Field
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Options
Type
Comparison or Calculation
Attribute Comparison
Associate ID, Bargaining Unit, Company Code, Department, Employment Rate
Type, Employment Status, FLSA Status, Full Time/Part Time, Hire Date, Job
Class Code, Job Code, Location, Manager, Pay Division, Payroll Standard
Hours, Regular or Temporary, Shift, Time & Attendance Employee, Time &
Attendance Supervisor, and Archived Employee.
Attribute Calculation
Current Date, Payroll Standard hours, Hire Date, and Payroll Standard Hours.
Operators
The operators for Attribute Calculation include: Equal to, Not Equal to, Greater
Than, Less Than, Greater than or Equal to and Less than or Equal to.
Note: Operators will be different for Attribute Comparison.
Value
Will vary based upon the criteria.
Note: Text entered into this field must match a value held in the corresponding
validation table for the attribute selected.
Action Icon
Add row above, Add row below, Delete row, Add left parenthesis, Remove left
parenthesis, Add right parenthesis, and Remove right parenthesis.
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Pre-Work Decisions
Before creating a Membership Rule, the practitioner must make the
following decisions:
Comparison Type Field
 Will the rule be a comparison? Example: Job code equal to CSR
Calculation Type Field
 Will the rule be a calculation? Example: Current date - Hire
date < than 100
Note: Review the Validation Tables to identify your options for many of
the values.
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Pre-Work Decisions
Multiple Criterions
 Will there be multiple criterions within the logic parameters?
Example: Job code equal to CSR and the hire date is > than Jan
21, 2014
Example: Job code equal to CSR or the hire date is > than Jan 21,
2014
Note: To change the AND to OR select the AND button.
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Additional Resources
Refer to the following resources:
 The Setting Up Workflow in ADP Workforce Now guide on the
Support Center
 The ADP Workforce Now Support Center: Search Membership
Rules > Select Documentation
 Page Level Help
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Demonstration: Creating a Membership Rule
Refer to your handout manual
for scenario and activity steps.
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Activity Results
Director of Sales:
Manager of
Operations:
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Activity Results
Department Identifier:
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Work Groups
Overview
Work Groups contain one or more Membership Rules. When
Membership Rules are combined into a Work Group, the individual
Membership Rules still apply. The rule will now define the members of
the Work Group.
Like Membership Rules, members can also be manually added by
selecting employees from the Available for Membership tab.
Tip: Like Membership Rules, Work Groups are reusable.
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Work Groups
Example
The company wants to create a Workflow to have David from HR and
Heidi from Benefits approve all pay rate change requests. If individual
Membership Rules are created for David and Heidi, they can then be
combined into one Work Group that will contain an automated
membership process.
If they create a Work Group with one Membership Rule and then
manually add the other member, all changes will require manual
intervention for the member that was manually entered.
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Work Group Navigation
1
2
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Work Group Navigation
Here are the main areas within the Work Group page:
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2
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Additional Resources
Refer to the following additional resources:
 The Setting Up Workflow in ADP Workforce Now guide on the
Support Center
 The ADP Workforce Now Support Center: Search Work Groups >
Select Documentation
 Page Level Help
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Demonstration: Creating a Work Group & Assigning
Membership Rules
Refer to your handout manual
for scenario and activity steps.
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Activity Results
Creating a Work Group & Assigning Membership Rules:
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Approval Paths
Overview
Approval Paths define who will be assigned to an activity and what function
they are to perform (approval or notification). Multiple paths can be created
within each Approval Path as long as the assignee is unique for each step.
In this example: When a Workflow is triggered, a notification will go to the
members of the Work Group, Sales and Operations and an approval request
will go to Donald East.
Starting Point: Setup > Approval Process > Approval Paths
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Approval Paths
Overview
 The Assignee Type identifies who the notification or approval will be sent to.
The approval process is based on an organizational hierarchy. In addition to
the Work Group and specific user assignee types, practitioners can select
from two hierarchies (Up Affected Employee Manager or Up Submitter
Manager) with the Assignee option levels of 1-10.
 Up Submitter Manager is assigned to the individual's manager. Up Affected
Employee Manager is used when a change is made by a person other than
the employee or employee’s manager.
 Both can be used to interlace the hierarchies with Specific User and Work
Group steps with no restrictions on their order in the approval path. The
hierarchy that is followed is based on the submitter or the affected employee,
providing options for different paths.
 When approvals are sent to Work Groups, requiring multiple approvals, all
the approvals must take place before the Workflow will be complete.
 Like Membership Rules and Work Groups, Approval Paths can also be
reused within multiple activities.
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Additional Resources
Refer to the following additional resources:
 The Setting Up Workflow in ADP Workforce Now guide on the Support Center
 The ADP Workforce Now Support Center: Search Approval Paths > Select
Documentation
 Page Level Help
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Approval Path Navigation
Practitioner must enter a path name and a description before entering the
criteria.
Starting Point: Setup > Approval Process > Approval Paths
1
2
4
5
6
3
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Navigation Chart
#
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Options
1
The Approval Path Name is entered here.
2
The Approval Path Description is entered here.
3
There are four Assignee Types to select from: Specific User, Up Affected Employee Manager
Hierarchy, Up Submitter Manager Hierarchy and Work Group.
4
Assignee:
• Specific User: The assignee options are to be select from the employee list.
• Up Affected Employee or Submitter Manager Hierarchy: The assignee options can be
selected between levels 1 through 10. The requester's manager (level 1) upward the
organizational hierarchy.
• Work Groups: The assignee options are to be selected from an existing list of Work Groups.
5
Step Type:
Approval: Can go to practitioners, managers and supervisors. Approval requests must be
approved before the changes will process with payroll.
Notification: Can be sent to all roles. Notifications tell the assignees what changes have been
made.
6
Action:
Insert above: Inserts another step above the existing one.
Insert below: Inserts another step below the existing one.
Delete: Deletes the selected row.
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Workflow Approval Path Options
As part of the Approval Path setup, practitioners must identify if this Workflow will
initiate a notification, an approval or a combination of notifications and approvals.
Let’s look at each of the options:
Action
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Description
1. Nothing (No
Workflow)
A change is made using employee or manager self service. The results are then
processed.
2. Notification
A change is made using employee or manager self service. This triggers a
notification to be sent to a specific user, one level up or to a Work Group. The
notification is sent to the recipients Message Center where they can view the
change.
Example: The HR team only requires notification on address changes.
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Workflow Approval Path Options
Action
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Description
3. Approval
A change is made using employee or manager self service. This triggers an
approval request, which is sent to a specific user, one level up, or to a Work
Group. The approval is sent to the recipients Message Center where they can
view and approve or reject the request. No changes are sent to payroll until the
request has been approved.
Example: All rate changes must be approved by the VP of the department.
4. Approval and
Notification
A change is made using employee or manager self service. This triggers both a
notification and an approval request to be sent. The notifications and approvals
are sent to the Message Centers of specific users, one level up, or Work Groups.
The notifications and approvals are usually sent to different people or groups.
The rules regarding notification and approvals still apply. Notifications do not
prevent the processing of the changes; however nothing will process to payroll
until the approval request has been approved.
Example: When a rate is changed a notification is sent to HR and the approval
request goes to the department VP.
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Important Information
If effective dating is off, the changes will process with the next payroll. If effective
dating is on, the changes will not take effect until the date advised at the time of
entry.
Only practitioners, managers and supervisors have approval privileges. All roles
can receive notifications.
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Demonstration: Creating Approval Paths (Single
and multiple Row)
Refer to your handout manual
for scenario and activity steps.
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Activity Results
Creating Multi-Row Notification/ Approval Path:
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Activity Results
Creating a One Level up Approval Path:
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Business Rules
Overview
Standard Workflows automate the notification and approval processes,
however many companies have unique situations/exceptions that
require more than what the standard Workflow can support.
Business Rules provide the ability to create exceptions sending
notifications and/or approval requests along a different path based on
the criteria outlined in the Business Rule.
Like approval paths, Membership Rules, and Work Groups, Business
Rules are reusable.
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Business Rules
Example
All Time off requests for employee in the home department 900000 will
go to the department VP for approval.
The Time Off request for all other home departments will go one level
up for approval.
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Business Rules Navigation
The approval page appears as follows:
1
2
3
4
5
6
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Navigation Chart
Starting Point: Setup > Approval Process > Business Rules
Step
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Action
1
Is where the Business Rule description is keyed.
2
The comparison type allows the practitioner to create criteria by selecting an attribute and
then assigning a value.
3
Action Add provides the practitioner with the ability to locate criteria and then add it into the
database.
4
Action Update provides the practitioner with the ability to locate criteria and then update the
information in the database.
5
Action Delete provides the practitioner with the ability to locate criteria and then delete the
information in the database.
6
The calculation type allows the practitioner to calculate data and only capture the values that
meet the criteria in the operator & value.
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Additional Resources
For more information about Business Rules and how to set them up, see:
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
The Setting Up Workflow in ADP Workforce Now guide on the Support Center

The ADP Workforce Now Support Center: Search Business Rule > Select
Documentation

Page Level Help
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Demonstration: Creating a Business Rule
Refer to your handout manual
for scenario and activity steps.
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Activity Results
Comparison Business Pathway:
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Activity Configuration (Exceptions to Approval Paths)
The Activity Configuration component combines all of the various components of
the Workflow together. It is broken down into two tabs: Standard Activities and
Custom Activities:
Standard Activities: Within the Standard Activities tab practitioners can select
Employee or Manager Activities to attach to Workflows.
Custom Activities: Within the Custom Activities tab a wizard provides the ability
to create custom Employee Activities. In addition to the activity itself exception
pathways can also be setup for customized activities.
Once an activity is selected from the Standard Activity tab there are several
setup requirements:
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
Default Approval Path (required)

Escalation (optional)

Emails (optional)

Exception Approval Paths (Optional)
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Important Information
Activity Configuration contains default Standard Activities for employees and
managers. These activities cannot be deleted or changed, however practitioners
can create customized activities using the Custom Activities tab.
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Navigating Activity Configuration
The Activity Configuration page appears as follows:
1
2
3
4
5
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Navigation Chart
Step
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Action
1
The Standard Activities tab displays all of the activities (Employee & Manager).
Note: There are no activities for practitioners.
2
The Custom Activities tab provides the practitioner with the ability to create customized
activities.
3
These radio buttons are used to toggle between the employee and manager activities.
4
Displays the number of exception pathways created.
5
Displays the list of default activities.
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Additional Resources
For more information about Activity Configuration and how to set them up, see:
 The Setting Up Workflow in ADP Workforce Now guide on the Support Center
 The ADP Workforce Now Support Center: Search Activity Configuration >
Select Documentation
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Demonstration: Defining the Default Approval Path
in Activity Configuration
Refer to your handout manual
for scenario and activity steps.
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Activity Results
Defining the Default Approval Path:
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Activity: Setting up the Escalation Process
Refer to your handout manual
for scenario and activity steps.
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Activity Results
Setting up the Escalation Process:
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Demonstration: Creating an Exception Approval Path(s)
Refer to your handout manual
for scenario and activity steps.
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Activity Results
Creating an Exception Approval Path:
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Demonstration: Workflow Creation for Employee Direct
Deposit
Refer to your handout manual
for scenario and activity steps.
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Debrief
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Module 2 Summary
Objectives
The user can now:
 Set up each of the components within a workflow:
 Membership Rules
 Work Groups
 Approval Path
 Business Rules
 Activity Configuration (Exception path)
 Define which steps are mandatory and which are optional
 Demonstrate how to escalate pending Workflows after a
period of inactivity
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Module 3: Triggering and Responding
to Workflows
Triggering and Responding to Workflows
Purpose
 In module 2 we setup the workflow, now we will trigger the workflow
and examine the results from the different perspectives.
Objectives
Upon completion of this module, you will be able to:
 Identify what triggers a Workflow
 Describe what occurs during each stage of the process once a
Workflow is triggered
 Demonstrate how to access and view messages within the Message
Center
 Create Email Templates
 Activate email notifications within Activity Configuration
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Triggering a Workflow Scenario
The following scenario will be used in order to demonstrate all
components of a workflow:
1. Peter Biggins from department 700000 and Edward Bonner from
department 710000 will enter a time off request into their self service
profiles.
2. This request will trigger the following:
 Peter Biggins’s Request: Notifications will go to the Sales &
Operations workgroup and an approval request will go to his
director, Donald East. (Pathway #1)
 Edward Bonner’s Request: An approval request will go to his
manager, Samuel Barbato -1 level up. (Pathway #2)
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Triggering a Workflow Scenario
3. Samuel Barbato will then login to his message center and:
 Review Peter’s notification (For he is in the Sales & Operations
workgroup)
 Review and approve Edward’s time off request.
4. Donald East will then login to his message center to review and
approve Peter’s time off request.
5. Peter Biggins will then:
 Login to his message center to see the response.
 View the email notification to his response.
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Triggering a Workflow Scenario
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Demonstration: Logging in and Requesting Time
Off
Refer to your handout manual
for scenario and activity steps.
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ADP Workforce Now Message Center
The Message Center is a mailbox system used to send notifications and
approval requests to individuals regarding a variety of things within ADP
Workforce Now.
The Message Center is located in the top right hand corner of the page:
The Message Center, the Envelope icon, will contain a red circle and a
white number on it, as seen in the example when there are unread
messages.
The Message Center contains two tabs: Current and Completed.
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Message Center - Current Tab
All notifications and approvals will appear and remain in this tab until
they are marked as read.
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Message Center - Completed Tab
Once the entries have been marked as read they will appear in the
completed tab.
To clear the completed tab, the user can select the Archive link.
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Message Center - Archived Messages
In order to view the items that have been archived, the user must select
Include archived messages.
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Demonstration: Reviewing a Notification and
Approving a Request
Refer to your handout manual
for scenario and activity steps.
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Demonstration: Reviewing and
Approving/Rejecting an Approval Request
Refer to your handout manual
for scenario and activity steps.
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Demonstration: Viewing Workflow Responses
Refer to your handout manual
for scenario and activity steps.
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Email Notifications in Workflow Messaging and Event
Configuration
There are two email notification options: Global and Activity-specific.
Both notification types follow the same setup process. Global emails
are setup under Workflow Messaging and Activity-specific emails are
setup within activity configuration.
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How-To Activate and Customize Activity-specific Emails
Complete the following Steps:
Starting Point: Setup > Approval Process > Activity Configuration >
Employee - Time off Request > Emails section
 Select Final Approval to Submitter option
 In the Edit Email Content window:
 Subject field: Type EVENT
 From field: Type <appropriate email address>
 Message field: Type: Your vacation has been approved. Enjoy
your time off.
 Select Save
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How-To Activate and Customize Activity-specific Emails
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Email Templates
 Practitioners have the option to define an activity-specific email or
use the global email templates. Global email templates can be used
for any activity where as activity-specific emails are used for one
specific activity. If a global template is being used and then an
activity-specific email template is created, the activity-specific email
will become the default.
 In order for an email to be generated (Global or activity-specific) they
must be activated. In addition to activating the email the practitioner
must enter the email contents.
 Note: Companies with employees requiring multiple languages can
create the same email in each language.
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Accessing the Email Templates
Step
94
Action
Global Email Templates:
Global Email (Default)
Starting Point: Setup > Approval Process > Global Email Templates
Activity Configuration: Activityspecific Email (Custom)
Starting Point: Setup > Approval Process > Activity Configuration >
Select an activity
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Global and Activity-specific Email Types
The following email types are available:
Type
Activity Cancellation
Sends email to the original submitter when an activity is canceled by a practitioner before the
approval path is complete.
Activity Notification
Sends email to all users designated as assignees for a step in an approval path where the Step
Type is notification.
Activity Reroute
(Only Global Email)
Sends email to the new assignee when one or more activities are rerouted by a practitioner.
Approval Assignment
Sends email to all users in an approval path where the Step Type = Approve.
Assignment Reminder
(Only Global Email)
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Description
Sends email based on the Assignment Reminder rule set on an individual activity.
Escalation or
Approval Delegation
Sends email to users assigned to an activity either by the activity Escalation rule or by a
manager/practitioner approval delegation.
Final Approval to
Submitter
Sends email to the submitter of the activity when the final approval step is approved.
Recall Notice to
Previous Approvers
Sends email to the approvers, when that activity is recalled by the submitter before the approval
path is complete. Unless Activity-specific, it is sent to the pending approver(s) and all users who
previously approved an activity.
Rejection Notice to
Previous Participants
Sends email to all previous data entry participants and approvers of an activity when that activity
is rejected in a subsequent step of the approval path.
Rejection Notice to
Submitter
Sends email to the submitter of an activity if that activity is rejected by any assignee in the
approval path.
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Debrief
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Module 3 Summary
The user can now:
 Identify what triggers a Workflow
 Describe what occurs during each stage of the process once a
Workflow is triggered
 Demonstrate how to access and view messages within the
Message Center
 Create email templates
 Activate email notifications within Activity Configuration
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Module 4: Delegation
Delegation
Purpose
This module will introduce the delegation feature. We will explore how
delegation works, how to setup, edit and delete delegations and then
how to act on behalf of another person in their absence.
Objectives
Upon completion of this module, you will be able to:
 Define a delegation
 Design a personal delegation
 Create a delegation on behalf of another person
 Edit and delete a delegation
 Complete delegated tasks
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Delegation
ADP Workforce Now contains a delegation feature which is available in
many of the modules throughout the application. In workflow, the
delegation process can be used to delegate approval tasks to another
individual or work group in their absence. In order to be eligible to be
delegated to, the delegation option must be selected within security. All
roles can be delegated to: Practitioner, managers, supervisors and
employees, however only managers and supervisors can delegate their
activities, menu, and people access.
Note: If a practitioner is also a manager, then they can delegate.
Starting Point: Process > HR > Delegated Activities
Delegation contains three tabs:
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Delegation
Delegate Tab
The delegate tab provides managers and supervisors with the ability to
delegate their activities, menu, and people access.
Delegated From Tab
The main page displays the name of the delegator and the length of time
the delegation is to take place. For additional details, the delegate can
select the link and view the activities, menus, and people access they
have been granted.
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Delegation
Delegate on Behalf Of Tab
This tab provides the ability for one manager/supervisor that reports to
them directly or indirectly to delegate their activities on their behalf.
Note: The manager/supervisor must have edit rights to the individual to
delegate on behalf of.
For example: Lorraine is Sam's manager. Sam is out of the office
unexpectedly and not near a computer. Lorraine can delegate Sam's
tasks to Todd while Sam is away from the office.
Notes: This tab will only appear if the security setting is turned on. It is
recommended that any company using this feature create specific
processes around the usage and that they maintain regular audits to
ensure that it is being used appropriately.
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Delegation
Delegation Tracking
At this time there is no delegation reporting; however practitioners can
access an audit trail outlining all delegations within the client ID. The
audit page shows the same three tabs as above and the audit trail can be
viewed in the Delegate on Behalf Of tab.
Starting point for accessing the audit trail: Process > HR > Delegated
Activities > Delegate on Behalf Of tab.
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How-To: Setting up a Delegation
Refer to your handout manual
for scenario and activity steps.
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Activity Images
Step 6 - Setting up a delegation:
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Activity Images
Step 7 - Setting up permissions:
Step 8 - Completion result:
ADP Workforce Now displays a notification that the activity was completed
successfully.
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Activity Images
Email Notification
Delegation Audit Trail
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Activity: How to Edit a Delegation
Refer to your handout manual
for scenario and activity steps.
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Activity: Deleting a Delegation
Refer to your handout manual
for scenario and activity steps.
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Activity Images
Deletion Image:
Deletion Email:
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How to Act as a Delegate
 Once a delegate logs in, there will be a link available in the header. To
complete the tasks on behalf of the delegator, select the Act on
Behalf of Barbato, Samuel link.
 Once the delegate confirms, the header will appear as follows:
 The delegate can now complete the required tasks acting as the
delegator.
 Once the delegate has completed the tasks, click the link to return
to your personal profile.
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Knowledge Check - Question 1
1. In which of the following ways are members added to Work Groups?
(Select all that apply.)
a) Manually by a manager
b) Manually by the practitioner
c) Automatically using Membership Rules
d) Automatically using Business Rules
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Knowledge Check - Question 2
2. An Approval Path can designate which of the following? (Select all
that apply.)
a) A specific user for the assignee type
b) A Work Group for the assignee type
c) Up one or more levels in the reporting structure for the assignee
d) Approval notification for the step type
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Knowledge Check - Question 3
3. Which of the following statements is true about Standard Activities?
a) Can only be edited
b) Can be deleted or edited
c) Can be deleted or added
d) Can be added, deleted, or edited
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Knowledge Check - Question 4
4. Standard Activities send approval tasks and notifications to which of
the following?
a) Employee Activities tab
b) Workflow manager
c) Message Center
d) Approval History page
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Debrief
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Module 4 Summary
The user can now:
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
Define a delegation

Design a personal delegation

Create a delegation on behalf of another person

Edit and delete a delegation

Complete delegated tasks
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Course Closing
Support After Class - Additional Online Resources
ADP has multiple locations to access online resources:
 The ADP Client Service Centre:
 This is an online repository where clients can locate various types of
information.
 The Bridge:
 This is an ADP sponsored online community for ADP clients to share
knowledge, skills and have questions answered by client/ ADP within the
community.
 ADP Workforce Now Support Centre:
 This is an online tool built directly into Workforce Now. The tool is
designed to provide users with:
–
–
–
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Step-by-Step procedures
Online documentation regarding a variety of subjects
Learning Bytes on a variety of subjects
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ADP Client Service Centre
The ADP Client Service Centre is an online resource available to all ADP clients.
Users can access a multitude of resources using this tool:
 The Year End service centre, including reference materials and forms
 Welcome Packages, training manuals, Learning Bytes and online registration
 Health Tracking Program for clients who have purchased ADP Benefits
 Online support and service options
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Activity: Accessing and Navigating in the Client
Service Centre
Refer to your handout manual
to complete the Client Service
Centre activity.
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ADP Workforce Now Support Centre
Users have access to this tool 24/7. This tool provides a variety of online tools:
 Step by Step instructional information.
 Learning Bytes (short 2-3 min instructional videos) on a variety of topics.
 Documentation providing the user with specific details about the topic
searched.
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Activity: Accessing and Searching within the ADP
Workforce Now Support Centre
Refer to your handout manual
to complete the Workforce
Now Support Centre activity.
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The Bridge
The Bridge is sponsored by ADP, and is an exclusive online community for
ADP clients. This community connects HR and payroll practitioners from
across Canada and provides an environment where users can ask questions,
find answers, and network with peers. The community is free, always available,
and is an excellent resource for support on a variety of subjects.
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Benefits to Registering for The Bridge
 Allows payroll practitioners and HR professionals like you to connect,
engage and share information in an easy-to-use, fully accessible online
forum.
 Acts as an additional resource for support, frequently asked questions and
information for ADP clients of all sizes using all products.
 Always on, for 24/7/365 access anywhere in Canada.
 Easy to use.
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Activity: Accessing and Registering for the Bridge
Refer to your handout manual
to complete The Bridge
Registration/Login activity.
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Course Closing
In this course, we have explored the workflow functionality, how to
create a workflow and how each of the stakeholders can view and
action the workflow once it is triggered.
You can now:
• Discuss Workflow Management Fundamentals
• Identify which components of a Workflow are required for your task
• Create a workflow
• Describe what triggers a Workflow
• Demonstrate how to respond to Workflow approvals
• Delegate Workflow tasks
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Survey
How satisfied are you that the
training you completed prepared
you to begin using your ADP
solution?
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