Run People workflows

These workflows build a person’s durable HR record, handle team time and absence, and turn repeatable employment events into assigned tasks.

Before you begin

Use only reviewed workforce data in the intended organization.

• Time and absence manager can browse Directory and Legal entities, decide any pending time-off request, open Team calendar, and review other people’s work-time sheets.
• HR administrator is required to add or edit people, link accounts, manage employments and ordinary HR documents, and use Workflows.
• See compensation, Manage compensation, and See health data remain separate. An HR administrator does not receive them automatically.
• A linked organization member can record only their own work time and complete only tasks assigned to their person record.

Add a person and employment

1. Open Directory and select Add person.
2. Enter First name and Last name. Optionally enter Preferred name, Work email, and Phone.
3. Select Save person.
4. Find the new row with Search people…, then select the person’s name.
5. To enable self-service, select Edit, choose the current organization member under Linked account, and select Save changes. The account must belong to the same organization and must not already be linked to another person there.
6. Under Employment history, select Add employment.
7. Select the Legal entity, set Effective from, and choose the employment Type. For Employee, also choose the required Subtype. Enter the applicable position, manager, weekly hours, and other reviewed employment fields.
8. Select Add employment.

Creating the person in steps 1–3 creates only the identity record. It does not link an account, add employment, or grant a People role.

Person and employment success check

People reports Created the person and then Added the employment. The profile’s Employment history shows the new effective-dated record. Back in Directory, the employment-derived Status, Legal entity, and Position reflect the current date.

If the new employment matches an active Employment started workflow template, People attempts to start the workflow after the employment is saved. A workflow-start failure does not roll back the employment; use the manual recovery under Start an HR workflow.

Amend or terminate an employment

1. Open the person from Directory.
2. Under Employment history, select Amend… to create a new version, or Terminate employment… to record the final employment day.
3. For an amendment, set Effective from, review the carried-forward fields, change only the intended values, and select Amend employment.
4. For a termination, choose End date, review the confirmation, and select Terminate employment.

An amendment closes the preceding version on the day before the new version takes effect. A termination keeps the person employed through End date. Termination attempts to start each matching active Employment terminated workflow after the employment change is saved.

Employment-change success check

People reports Amended the employment or Terminated the employment. The version history preserves the previous values, and the profile and directory status use the effective dates rather than the edit time.

Browse directory and legal-entity records

1. Open Directory and search with Search people…. Use the Status and Legal entity filters to narrow the list.
2. Open a profile only when you are the person, their current manager, or an HR administrator. The Time and absence manager role makes the directory visible but does not by itself open every profile.
3. Open Legal entities and use Search legal entities… to find an employer record.
4. Select an entity to review Country, Registration number, Address, Notes, and Documents.
5. As an HR administrator, select Upload document, choose Category, attach one file, and select Upload.

People does not currently offer legal-entity creation or editing. Payroll is available only with compensation access. Filing a Sick note requires both HR administrator and See health data. Deleting a document removes the archive row while the stored file is kept for audit.

Directory success check

The intended person or legal entity appears once in the search results. A document upload reports Uploaded the document and appears in the correct category group. Do not use a visible directory row as proof that an arbitrary person profile is authorized.

Decide time off and review work time

Decide a time-off request

1. Select Time-off approvals. The page heading is Approvals.
2. Review the person, Absence type, First day, Last day, and Days.
3. Select Approve or Decline from the request’s row menu and confirm the decision.
4. Open Team calendar when you need to verify an approved absence in the organization view.

A line manager sees requests assigned to their linked person record. A Time and absence manager or HR administrator sees every pending request and, when their own account is linked to a person, can decide a request even when no manager approval step was assigned. Approval books leave usage; decline does not.

Record or review work time

1. Select Work time.
2. For your own sheet, enter Date, Start, End, Break (minutes), Category, and an optional Note under Record working time.
3. Choose Regular, Overtime, or Night, then select Record entry.
4. If you are a Time and absence manager or HR administrator, use Person and Select a person… to review someone else’s month.

People reports Recorded the entry and adds it to the selected month. AZG warning tags can identify excessive hours, insufficient breaks, or short rest; warnings never block saving. Another person’s sheet is read-only, even for People role holders.

Complete an assigned task

1. Open My tasks.
2. Review Task, For, Type, Due, and whether the task is Mandatory.
3. If a dependency is present, satisfy it first: complete the preceding task, or skip it when it is optional and does not apply.
4. Open the row menu and select Complete. For Data collection, enter the requested fields and select Complete task. For Document, attach the requested file and select Upload and complete.
5. For an optional task that does not apply, select Skip. Mandatory tasks cannot be skipped.

My tasks contains only open tasks assigned to the linked person on running workflow instances. Completing the last open mandatory task marks the workflow instance Completed. A person data-collection task can update Phone, Personal email, Nationality, or Birth date. An employment data-collection task creates an amendment effective today with Weekly hours and FTE. Review the form before completing it.

Task success check

People reports Completed the task or Skipped the task, and the task leaves the open list. If it was the final mandatory task, the template’s Recent instances section shows the instance as Completed.

Start an HR workflow

1. As an HR administrator, open Workflows and select New template.
2. Enter Name and optional Description.
3. Set Trigger to Manual, Employment started, or Employment terminated. Enable Active when employment changes should start matching instances.
4. Select Save template.
5. Under Add task, enter Name and choose a Task type: To-do, Data collection, Document, Approval, or Communication.
6. Choose Assignee as Employee, Manager, or Specific person. Set Due offset (days), an earlier Depends on task when needed, and Mandatory as appropriate.
7. Select Add task and repeat for the remaining tasks.
8. To start or recover an instance manually, select Start workflow, choose Person and Trigger date, then select Start workflow again.

Starting an instance resolves assignees, due dates, and dependencies from the template at that time. An active employment-triggered template starts after the matching employment action; if that automatic start fails, the saved employment remains valid and the HR administrator can use step 8.

Workflow success check

People reports Started the workflow. Recent instances shows the person with Running, and each resolved assignee sees their open work under My tasks. A template with existing instances cannot be deleted.

Troubleshooting

If an account link fails after other person fields were saved, do not recreate the person. Reopen Edit, verify the member belongs to the same organization and is not linked elsewhere, then retry the link. If another person’s work-time form is absent, that is the intended read-only boundary. For automatic-start failures, open the matching template and start the instance manually.

Use Troubleshoot People for denied profiles, sensitive categories, employment eligibility, task dependencies, and document limits.

Related pages

• People overview
• Request time off in People
• People permissions and states