Learn how to set up Self Service Flows so that employees can update their personal details independently, with built-in approval flows.

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Employee Self Service allows employees to make updates to their own, personal information, such as their address, contact information, and banking details. This saves you a lot of time and also ensures that the data is accurate.

Employee Self Service is managed through Self Service Flows that define the (changeable) profile categories, approvers and audience. Just like any other flow, as soon as your Self Service flow is up and running, you can track its progress in the convenient status view, so you always know where things stand. 

Note: Once a Self Service Flow is complete, you can create an automated trigger for a Task List. To learn more, see Trigger a task list from a flow.

How to set up Employee Self Service

  1. From the left menu, select Settings > Flows > Self Service.

  2. Click + Add new.

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Step 1: Details

  1. Enter a Name for the flow.

  2. Add a Description (optional).

  3. Select the audience the self service flow Applies to:

    • All company: all current employees.

    • Select by condition: to create a highly targeted list, add as many conditions as you'd like.

    • Select by name: search for and select specific employees.

  4. Click Next.

    Tip: Use conditions to automatically apply specific flows to certain employees. For example, if a condition is used to include contractors, when a new hire joins as a contractor that person will automatically be assigned to the flow.

Step 2: Categories

  1. Mark one or more employee profile categories that you'd like to include in the flow, including previously set custom categories. Each time you click a category it will appear in a list on the right-side panel. Click X to delete a category.

  2. Click Next.

Step 3: Additional Steps

  1. Enable Set approvers to add approvers. Search for a specific name or role by typing in the search bar or scrolling and selecting the condition/person. To add additional approvers click + Select. Repeat for as many approvers as you’d like.

    Note: The approvers will be sent an approval request that requires their confirmation before changes take effect. If you do not set approvers, changes will be automatically updated.

  2. Enable Set notifications to send notifications after completion of the flow. Scroll or search to select the people that will receive notifications.

  3. To automatically trigger a task list upon completion of the flow, enable Set task list and select the desired task list from the dropdown.

  4. Click Done.
    You’ve just set up a Self Service flow and empowered your employees to change personal information themselves!

How to set up permissions for people using the flow

Permissions will effect the viewing and editing capabilities of individuals associated with the flow. Employees will be able to request changes only if they have viewing permissions for the selected categories. Anyone with editing permissions will be able to edit the categories regardless of the flow settings.

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Ensure your employees can make changes to the categories you’ve selected within the configured self service flow.

  1. From the left menu, select Settings > Roles & Permissions.

  2. Click Manage group on the permission group that includes the employees whom you would like to grant Employee Self Service permissions.

  3. In the Manage permissions section, select the Other Employees tab.

  4. Select People, then select the flows you'd like your employees to require a request change.

  5. Verify the group has permission to view the category, but does not have permission to edit it. You can review this by clicking on the category; look for an X icon or check icon beside the permission setting. To learn more, see Create a custom permission group.

  6. Click Save changes.

How to approve or reject self service requests

Your employees can always change their own profiles. The changes can go into effect automatically or may require approval based on your configurations. Once an employee has submitted a change request for changes that require approval, the approver(s) will be notified; and then prompted to approve or reject the request.
To learn more, see Set up a custom flow with approvals.