Building on the foundation of creating HR Actions in Workforce Go, this guide explores the next phase: processing those actions through approval workflows to completion. While configuration establishes the framework, processing transforms employee advancement requests into reality through systematic approval chains and automated record updates.
Workforce Go HCM and Payroll provides your HR team with a comprehensive human resource management system that integrates directly with your Sage or Acumatica ERP, enabling seamless automations between each system and streamlining activities such as processing Promotions. Watch the original video demo here to see how to process a Promotion request using a previously configured HR Action workflow in Workforce Go, or continue reading the guide below to discover the complete approval cycle from manager initiation to final database updates:
The HR Actions Processing Workflow
Workflow Summary
The complete Promotion processing workflow follows this sequence:
- Manager initiates action with new job title suggestion
- Manager proposes compensation increase
- System submits request for approval
- Director reviews and approves changes
- Database automatically updates with approved modifications
- All changes process correctly based on the configured workflow
Prerequisites: Building on Workflow Configurations
This demonstration uses a Promotion HR Actions that was created earlier with an assigned Promotion workflow. As detailed in the previous guide on creating HR Actions in Workforce Go, the Promotion workflow must be properly configured before managers can process actual employee Promotions.
The workflow structure involves:
- Jane Brown (Manager) who initiates the Promotion request
- Chris Carpenter (Director) who Jane reports to and who approves the request
- Doris Maynard (Employee) who will receive the Promotion
Manager Dashboard: HR Maintenance
Jane Brown logs into her Workforce Go dashboard where HR Maintenance appears as a primary function. The HR Maintenance section displays differently depending on system configuration, but provides managers with employee management capabilities for their direct reports.
Available HR Actions include:
- Hire (new employee processing)
- Terminate (employee separation)
- Promotion (the focus of this demonstration)
When Jane clicks on the Promotion form, the system displays the custom workflow text that was added during the initial workflow configuration: “Please complete the information below and when ready submit for approval.”
HR Action Start: Promotion
Starting the Promotion Workflow
Jane clicks “Start” to begin the Promotion process. The system prompts her to select an employee from her direct reports, where she chooses Doris Maynard. The effective date defaults to today, and Jane clicks “Continue” to proceed to the data entry sections.
Understanding Data Organization
The Promotion interface organizes information into specific groups that were configured in the original HR Actions setup:
- Job Information – handles position and role changes
- Pay Information – manages compensation adjustments
This grouping separates different types of employee data for clearer organization and processing.
Updating Job Information
In the Job Information section, Jane accesses Doris Maynard’s employment details. The system shows that Doris’s current default job field is blank, indicating she needs a formal job classification.
Jane updates Doris’s position to “Engineering Technician,” which represents her new role following the Promotion. The effective date remains set to 3/27, and Jane clicks “Continue” to move to compensation changes.
Configuring Pay Information
Adding New Compensation Record
The Pay Information section allows Jane to add a new compensation record effective 3/27. She enters:
- Reason Code: “Promotion” (explaining the basis for the pay change)
- New Rate: $15.00 per hour (increased from the previous $12.00)
- Effective Date: 3/27 (aligning with the job title change)
After saving the compensation changes, Jane has successfully modified both Doris’s job title and updated her compensation structure.
Submitting for Approval
Jane clicks “Submit” to send the Promotion request through the approval workflow. The system responds with “Request submitted successfully,” confirming the submission processed correctly.
The interface now shows:
- Action Status: Submitted
- Workflow Status: Submitted
This indicates the Promotion request has entered the approval queue and awaits director review.
Director Approval Process
Receiving Notification
Chris Carpenter, the director who Jane reports to, accesses his task management interface. When he clicks on “Today’s Task,” the interface refreshes and displays a new approval request: “Approve or reject HR Actions Promotion for Doris Maynard.”
Reviewing Change Details
The approval interface provides Chris with comprehensive change documentation:
Job Information Changes:
- Current job: (blank)
- New job: Engineering Technician
Compensation Changes:
- Previous rate: $12.00 per hour
- New rate: $15.00 per hour
- Effective date: 3/27
Additional Review Options
Chris has several options to gather more information before making his decision:
- View Details: Access additional pay information and historical employee data
- View Workflow: See the current workflow position (approve/reject status)
- Review Complete History: Examine Doris’s employment background for informed decision-making
Making the Approval Decision
After reviewing all information, Chris clicks “Approve” to complete the approval process. The system processes the approval and updates the workflow status accordingly.
Verification and Database Updates
Checking Completion Status
Returning to Jane’s interface, the Promotion request for Doris Maynard now shows:
- Status: Completed
- Approval: Approved
This confirms the workflow processed successfully through all required approval stages.
Database Integration
Upon approval, Workforce Go automatically updates Doris Maynard’s employee record with all approved changes:
Updated Information:
- Default Job: Engineering Technician (effective 3/27)
- Base Compensation: $15.00 per hour (effective 3/27)
- Pay Information: New compensation record with Promotion reason code
Workforce Go maintains complete change history, documenting when modifications occurred and why they were implemented.
Learn More About Workforce Go and HR Actions
Discover what else HR Actions and other modules in Workforce Go can do by getting in touch with SWK’s Human Capital Management consulting team. Our experts will work closely with you to transform your operations and ensure that you are getting the most out of your software investment.
Contact SWK here to learn more about Workforce Go and maximize your ROI on your HR and payroll solutions.