HR Actions in Workforce Go allow you to provide a structured method for making changes in your HCM system and streamlining data updates for individual or large sets. These often precede other activities in your HR and payroll software, letting you initiate and better organize workflows to ensure that all connected fields are updated simultaneously and without constant manual correction, while giving managers visibility into the process and control over approvals at key stages.
This guide will walk you through the process of creating an HR Action in Workforce Go HCM and Payroll, using the promotion workflow demonstrated in this video as an example:
What is an HR Action in Workforce Go!
At their core, HR Actions are configurable forms that collect specific information needed for employee data changes, but which also ensure that these changes are updated throughout their connected workflows and are routed to the appropriate manager account for approval. This feature serves two primary purposes – to enable users to request changes to data and to inform human resource managers or administrators of changes that are required.
For managers, HR Actions streamline processes like promotions, transfers, and compensation changes by ensuring all necessary information is captured and routed through proper approval channels. For employees, HR Actions provide a structured way to submit updates to personal information while maintaining appropriate oversight.
Your Workforce Go system manages these requests through a combination of customizable forms, defined workflows, and security controls that work together to maintain data accuracy and process integrity.
Creating a Promotion HR Action: Step-by-Step
A new Workforce Go implementation should include a few pre-built HR Action templates, but you can also create a new workflow completely from scratch. Below is a step-by-step guide for creating a promotion HR Action as outlined by SWK’s expert consultants:
Initial Setup
- Navigate to the HR Actions section through Settings > HR Setup > HR Actions
- Click the “Add New” button
- Select “My Employee Action Request” as the type, since this will be manager-initiated
- Choose “Regular” as the subtype
Basic Configuration
- Provide a clear name for the action (e.g., “Promotion”)
- Assign the appropriate workflow that will determine the approval path
- Add instructional text to guide initiators through the process
- Ensure the action is marked as active
Adding Required Fields
- Create a “Job Information” group to organize related fields:
- Add the Default Job field
- Mark it as required
- Enable security restriction override to allow necessary access
- Create a “Pay Information” group:
- Add the Base Compensation field
- Mark it as required
- Enable security restriction override
Implementing Security
- Click “Apply Security” to manage access permissions
- Grant access to appropriate manager security profiles
- Review and confirm workflow assignments
Additional Implementation Considerations
Besides the example illustrated previously, HR Actions can be used in Workforce Go for more complex scenarios:
- Security overrides can be selectively applied, allowing temporary elevated access for specific fields while maintaining overall system security. Workflows can be configured to match your organization’s approval requirements, ensuring appropriate oversight for different types of changes.
- The form-building interface supports grouping related fields together, making the experience more intuitive for users while ensuring all necessary information is captured. This flexibility allows HR Actions to be adapted for various business processes while maintaining consistency and control.
- Through careful configuration of these elements, organizations can create streamlined processes for managing employee changes while maintaining appropriate controls and documentation.
Note: This is one approach to configuring HR Actions for promotions. Your team should assess specific requirements and adjust the configuration accordingly to align with policies and procedures.
HR Actions in Other HCM Systems
HR Actions are also an available feature in various HR and payroll solutions, such as other UKG (Kronos) systems as well as Sage HRMS. While each system implements this functionality according to its own design and requirements, the core purpose remains consistent: providing structured workflows for employee data changes. One example of this is for automatically filling in empty fields in a PDF taken from the Sage HRMS’s database and an HR Action already built out, as described in this blog here.
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.