HR processes are workflows in the HR processes category that chain, around one employee, waits, generated documents, signatures, approvals and notifications: end of employment, employment contract, end of probation, amendment, work permit renewal… This article is for HR and administrators who prepare, launch and follow them.
Before you start #
| Permission (role matrix) | What it allows | Default |
|---|---|---|
| HR processes — launch a process for an employee | Access: see an employee’s processes on their profile; Execute: launch a process and cancel it | Execute: Administrator, HR Manager |
| Approvals — HR processes | Access: see the approval steps of processes and, with “Approve a request”, decide on them | Administrator, HR Manager |
| Settings — Create approval workflow, Settings — Edit workflow, Settings — Approvers / levels | Execute: prepare and activate processes (see Creating and editing a workflow) | Administrator |
Electronic signatures go through your workspace’s provider (DocuSign or Adobe Sign), or through Illizeo’s internal validation.
Supplied processes #
Open Settings › Manage Employees › Workflows, Workflows tab, HR processes category. Illizeo supplies inactive processes there, to be reviewed, adapted and activated:
| Process | What it does |
|---|---|
| Employment contract | On hiring, the contract (fixed-term or permanent) is prepared, then signed by the person you name for the company, then by the employee. Nothing for an external worker. |
| Prepare the arrival | Seven days before the first working day, the manager and HR are notified. |
| End of probation | Fourteen days before the end of probation, confirmation of employment signed by the line manager then by the employee. |
| Change of position amendment | On the day the position changes, the amendment is prepared then signed by the line manager and the employee. |
| New manager notified | On the day the line manager changes, the new manager and HR are notified. |
| Long sick leave follow-up | After thirty days of sick leave, HR and the manager are notified; HR is reminded thirty days later if the leave continues. |
| Work permit renewal | Ninety days before expiry, the employee and HR are notified; on expiry, HR is alerted if the permit has not been renewed. |
| Equipment return | Seven days before the exit date, the manager and HR receive the list of equipment the employee still holds. |
| End of employment | When an end of employment is recorded: dismissal letter (Switzerland) or acceptance of the resignation, signatures, then the work certificate five days before the end. |
| Dismissal — France | Launched by hand: invitation to the preliminary interview, HR decision after the interview, then the dismissal letter signed by the company and delivered outside the tool. |
Triggers #
- End of employment recorded, Hire recorded and contract changes (Position change, Direct manager change, work location, working time, contract type, team or department) start the process on the event, or on the effective date of the change.
- Dated triggers start a number of days before the due date, set in Days before the due date: end of probation (14 days by default), planned end of a fixed-term contract (30), employee departure (7), work permit expiry (90), upcoming absence (7), employee arrival (7). Illizeo checks them every morning, one process per contract.
- Threshold triggers start after a number of days, set in Threshold (days): long-term sick leave and extended leave (30 days by default).
- Manual start from the profile: the process only starts when HR launches it for an employee.
Steps specific to processes #
- Wait: Wait for A delay (in hours or days), A date of the file (end of employment, exit date, end of probation, permit expiry…, with an Offset (days)) or An event (the process signature or document, with Expires after (days)).
- Document: a Catalogue template (dismissal letter, work certificate, amendment, contract…), whose country and language follow the contract and the employee. The Recipients complete the information the file does not hold; they are only people who can see the employee’s documents, never the employee.
- Signature: the Provider, the signatories in order (the person who started the process, the line manager, other company signatories, then the employee last), Expires after (days) and the People informed once everything is signed. The arrows leaving it are named after the outcome: signed, rejected, expired, failed or cancelled.
Approval, Condition, Notification and End steps are used as in any workflow.
Launching a process by hand #
- Open the employee’s profile, then More actions › Launch a process.
- Choose the Process and, if needed, the Contract concerned.
- Click Launch.
Only active processes with the Manual start from the profile trigger are offered. You can never launch a process on yourself.
Following a process #
- On the employee’s profile, the HR processes in progress block shows each process, its step, its state (In progress, Waiting until a date, Completed, Cancelled, Stopped) and the processes closed in the last 90 days.
- Cancel the process stops it where it is. A signature request already sent stays with its provider: withdraw it from signatures if needed.
- When a document needs information, its recipients receive a notification and an email leading to the Process document page: they fill in the To complete fields, the document is generated and the process resumes. The page also lets you Download the PDF, Retry the generation after a failure and Send for signature again when the request could not be sent (quota, provider).
- When a signature does not go through, HR is notified.
Good to know #
- A document sent for signature enters the employee’s file when it is sent; a document signed by the company only enters it once signed.
- The Employment contract process cannot be activated until the person who signs for the company is named on the Signature step.
- A Wait step is never reminded or decided automatically, however long it lasts.
- Illizeo’s internal validation does not use the electronic signature quota.
FAQ #
The message “No process can be launched by hand” is shown. #
No active process carries the Manual start from the profile trigger. Activate one, for example “Dismissal — France”, in the HR processes category.
I cannot see Launch a process under More actions. #
Your role does not hold “HR processes — launch a process for an employee” at the Execute level, or you are on your own profile.
