Shapes' workflow ensures that every manual complex process can be organized and automated. For example, your onboarding workflow ensures that your new employees' first experience is fantastic.
With automatic notifications, a high-level overview and complete customization, you can ensure nothing and no one falls through the cracks.
Workflows overview
The workflows section provides a high-level overview to manage all of your employee's workflows in one place, all while allowing you to dive further into each employee to update each task.
Status Column
Allows you to see the high-level status without diving into the granular tasks. The bar will increase each time another task is completed until the workflow is completed.
Subscribers Column
Allows you to see who in the company is responsible for the entire onboarding process for each template. If a user is not a Super Admin, they will only see the workflows that they are subscribed to.
Workflow Tasks
Click on any employee to open all of their tasks. You can update tasks, mark them as completed, or see who is responsible for them.
Creating new workflow templates
To create a template, click on "Templates" in the top middle section of the workflows overview screen.
Click “Create Workflow Template” in the top right. From there, you can choose to:
Start with a blank template
Customize one of our ready-made templates
Or...
Build with AI using Smart Workflow Generation - simply describe the workflow you have in mind, and our AI will instantly craft a tailored workflow template for you!
Here's how it works:
1. Specify Your Needs: e.g. "Create an onboarding workflow that helps new hires feel supported, informed, and ready to contribute from day one."
2. Instant Draft Generation: You'll immediately receive a workflow draft, complete with a concise summary explaining its structure and logic.
3. Customize Further: Click "Use Template" to easily refine and personalize your AI-generated workflow.
Workflow Type
Workflow Types allow you to categorize the different templates that you have created. Sort and filter by Types to find the template that you're looking for.
Anchor Date
Anchor Dates can be chosen from any field created in the platform. It is the specific date that will affect every due date in the workflow - it can be the start date, promotion date, or anything else that you'd like.
Subscribers
Allows users full visibility to the workflow. They can see all the tasks, if the tasks have been completed and when they are due.
Tasks
You can add anything that needs to be completed during the workflow, such as a message or description.
Assignment Date
An assignment date allows Shapes to understand when the action should go live. In the example below, 4 days before the due date, the task will be assigned to the manager.
Only on the assignment date will the manager be notified and see the task in the Assigned Task section.
Due Dates
All due dates are based on the anchor date. Due dates can either be before, after or on the due date. Due dates can also remind the assignee of the task.
Assignee
Assignees are responsible for the specific task that they have been assigned. Assignees can see all their tasks in the assigned tasks section.
You can choose whether workflow tasks are sent to an employee’s work email or personal email. This is especially helpful for pre-onboarding workflows, where forms, welcome email and instructions often need to be sent to an employee’s personal email before their work account is active.
You can assign workflow tasks (tasks, emails, forms, and document signing) directly to:
Teams in your platform
Existing people fields (like Buddy, HRBP, etc.)
Usage Examples:
Assign "Open google user" task to your IT team
Assign "Office tour" task to the new hire's Buddy
Assign "Explain travel policy" task to the employee's HRBP
How It Works:
Create your teams and people fields in the platform first
They'll automatically appear as options in the assignee dropdown
Where You'll Find It:
Workflow task assignments
Workflow subscribers
People directory automations
Dependencies
You can set a task to depend on another task. Dependent tasks are triggered only after the task they rely on has been completed and their assignment date has arrived. This helps you create structured, sequential workflows and ensures tasks are completed in the correct order.
5. Run the Workflow
Run the workflow for an employee:
Go to Activity > Run Workflow.
Choose the Employee.
Select the Workflow Type.
Choose the customized template.
Click Run.
Tasks assigned immediately will notify the respective assignees. Other tasks will be triggered based on the anchor date.
Task notifications
Whenever a task is assigned to an employee, all assignees will be notified via email. If they have access to Shapes, they can then enter Shapes and complete any tasks. If they do not yet have access, they can complete the task directly from their email (more on how to invite users to Shapes here.)
Assignees will only be notified on the trigger date.
Assigned Task
Every employee can use the assigned task view to see and manage every task that has been assigned to them. In one place they can see each task, what type of task it is, and mark it as completed. Click here to learn more.
Assigned Task Reminders
Users will receive reminders for any incomplete assigned tasks. Every day at 12:00 PM (based on the user’s country field), the system will check for incomplete tasks that match the reminder rules and send a notification to the user.
For any questions, feel free to reach out to support@shapes.co