We've already covered how using Collabspace document lifecycle workflows allow you to define, streamline, and gain insights from your organization's business processes. Today, we're showing you how to simplify and speed things up further with workflow event triggers.
While these can be harnessed for various business case scenarios, we'll use a Human Resources hiring process to showcase how the workflow event trigger features can be applied in three simple steps for end-to-end compliance.
While our friend in HR used the Collabspace Workflow Designer last example to map out review times for her company's vacation policy, she can also take advantage of workflows during the hiring and onboarding process. This can be done in 3 steps:
1. Create and Manage Triggers Ahead of Time
She can access events in the WF Designer or the Events Template area in the Compliance section. Here, she and other designated users can centrally manage all events that they attach for user triggered events and reviews.
Let's say that our HR manager is preparing to hire several new employees. She wants to move the content on these new hires from the Candidates area, to Hired. This is as easy as going into the Workflow Designer, where she can either select from existing events or create a new event template and put in title and description which would be saved to centralized list of events so it can be selected. She preps for this before the interviewing process even begins by creating event templates to review signed offer contracts and moving content into the Hired section.
2. Select Events to Apply
Some time has passed, our HR manager has whittled down potentials and hired one lucky candidate onto the team. Her next steps to review contracts and move the candidate's info into Hired? All that's required is a quick search into Collabspace for all items matching required criteria.. and she can even building out a query ahead of time so the Advanced Search will also have an event picker for condition match. For example: having a query ready to search all items necessary for an event involving job acceptance contract review.
Once the query has been used and items have come up, the HR manager can either select one, several, or all items and then hit Trigger Event.
3. Trigger Events
After triggering the event, our HR manager will decide which event she'd like to apply, and simply apply it. In this case, it's time to review the acceptance contract and move content into Hired. Triggering this event will notify relevant parties (likely the rest of HR ) about which event has been triggered. The HR manager can even assign event trigger ahead of time so she doesn't have to think about it on the actual days that she is hiring.
All this only takes a few minutes, a few clicks, and can be done ahead of time so that the event triggers are in place and notifying appropriate teams at the right times. Once all is done, users will be informed and can see what items have been affected (for example, which hiring documents) for a boarder overview of the whole process.
What do these event triggers do? Really, they have the potential to simplify the HR manager- or your- day-to-day tasks by making the event portion in Collabspace workflows seamless and automated. There's no more reason to sit around and wait, you can prepare your content early for the future and then easily move when the time is right to remain on top of tasks and compliant. This gives you more time to focus on hiring... or whatever business process you need to get done.
Does all this sound valuable for you? Speak to our team to learn more about how your organization can take advantage of Collabspace workflow event triggers. This solution also has a lot of other great features, you can learn more about those below: