🔎 Overview

Approval Workflows in Xenia allow HR teams to review, approve, reject, or request changes on employee submissions, such as:

• New hire packets
• Onboarding & offboarding forms
• Employee evaluations
• Disciplinary forms
• Policy acknowledgment forms

This ensures HR has full control and all employee-related documentation is accurate and compliant.

🛠 Step-by-Step Instructions 

Follow the video guide below to configure:

📁 Web Experience:

1️⃣ Prerequisites

To use Approval Workflows, you must:

✔ Have a Human Resources role created 
✔ Assign HR personnel to this role 
✔ Have HR templates digitized (employment, onboarding, evaluations, etc.)

2️⃣ Create or Edit an HR Template

1. Navigate to Templates
2. Open the HR form template
3. Ensure all steps are clearly structured
4. Enable “Submit Entire Template”

(Approval workflows currently apply to the full template, not individual steps.)

3️⃣ Create the Workflow

1. Inside the template>Click edit>Go to Workflows
2. 
3. Select Approval Workflow
4. 
5. Click Create New Workflow
6. 
7. Name it: 
   “Employee HR Form Approval” or any name that you want.
8. 
9. Select the HR Templates to attach
10. Assign the Approver Role (HR) or any approver that you require. 
11. Choose notification settings
12. Select recipients to whom the completion report will be sent.

4️⃣ Submission Process (Employee / Manager)

1. Employee or manager fills the HR form
2. Submits the template
3. HR receives a notification
4. HR opens submission and reviews:
5. Step-by-step details
6. Attachments
7. Comments

5️⃣ Approval Options for HR

HR can choose:

✔ Approve

Marks submission Approved and locks it from changes.

❌ Reject

Rejects the submission and notifies the submitter.

🔄 Request Changes

Reopens the submission so the employee can fix mistakes and resubmit.

📲 Mobile App Experience

Employees can:

• Fill the form
• Submit
• Receive notifications
• Resubmit if required

HR can review on web for best visibility.

🎯 Why Use Approval Workflows?

• Centralized HR oversight
• Reduce errors in employee documents
• Maintain clean digital records
• Ensure managers submit complete forms
• Track every action with transparency

📦 Use Cases

👩‍💼 HR Onboarding

New employees submit forms → HR approves → stored securely.

📄 Employee Evaluations

Managers complete evaluation → HR reviews for accuracy.

🏷 Disciplinary Reports

Supervisor submits incident report → HR verifies details.

📁 Employee File Updates

Name changes, bank info, policy acknowledgment → all routed through HR.

🧰 Troubleshooting

❗ Submitter cannot see the template

Check if the template is assigned to their role, team, or location.

❗ Workflow not triggering

Ensure the template is linked to the workflow.

❗ HR not receiving notifications

Verify notification settings in the workflow.

❗ HR role not appearing

Ensure the role exists and users are assigned properly.