This video details how to create a new workflow 

How to Start a New WorkFlow

To begin, click Initiate New WorkFlow from the Flow home page.


Define WorkFlow Information


To begin, use the pull-down menus below to select the template category, then choose the Form Set/Action Requesting available within that category (noting that there are workflow form templates available which are indeed not categorized, such as the Generic Workflow). Reviewer and Approval routes and Actions are updated to match your selections.

Once the Workflow template has been selected, you may continue on filling in the remainder of the information in this form to create your new Workflow.

  • Select WorkFlow Template Category: This step is optional. When Administrators create Templates, they can organize a template into a Category for users to find a template easier. A Category is defined by the Administrator and can be helpful to group similar workflows templates. 

  • Select Template/Action Requesting: This step is required. Use the dropdown to select from the available list of Templates. Once you move to the next page you cannot change the template. The selection here defines the WorkFlows standardized routing network, Checklist items, and Action steps as defined by the Administrator that created the template.  

  • Additional Descriptive Title: This step is optional. Use the text box to provide a name for your workflow. Similar to saving a document in a file repository the descriptive title can be a field to search by at a later date. This field can also help explain what the WorkFlow is for the employees that receive the WorkFlow. 

  • Select WorkFlow Type: This step is required. Check a type from the options: Employee, Recruit Vacancy, CAN, Unlinked. After you select the type enter the name/CAN or title into the text box. When you link a workflow to an employee, recruit, or CAN the data permissions from HR or Finance are used for this workflow. For example, if you select the Employee Type and link to John Doe, then only Beacon HR users who have data permissions to John Doe can see this workflow. 


  • Define Dates: This step is optional. There are two sets of dates that can be entered. On the left are options to enter Start and Expiration Dates. If the workflow is an agreement or contract with a duration you can use these dates to clarify the duration of the contract. When the expiration date approaches Beacon will send automatic reminders to the Flow initiator. The second date you can enter is the Completion Date. Use this date to clarify when the WorkFlow must be completed by with all signatures.

Define Routing Network


When you select a Template during Step A, the Reviewer and Approval routes on the left are updated to match your Template selection. Depending on how the Admin created the template there may be names preassigned to specific routes. At this step, you will need to fill in or edit names to set the routing network for this WorkFlow. 

Reviewer: Receives the Workflow for review only. and does not sign This person has the ability to review the attached documents, add signature zones, and if an approver step has not yet occurred, may add or remove documents. The reviewer can send a workflow back for changes before completing their review. This role can add or bypass steps in the routing network.

Approver: Receives the Workflow for signature. This person signs and approves the attached document. This role cannot add edit or remove attached documents. This role can add or bypass steps in the routing network. 


How to Add a Route


If a WorkFlow needs an extra route you can add one here. (Note: You can add routes later if you forget here)


To begin click +Add Route 


A new route will appear at the bottom of the routing list. Use the drop-down to select if the position is a Reviewer or Approver and enter the Position Title into the text box. Drag and drop the position box into place and click Add. Once the position is added you can assign an employee to the role. 


How to Bypass a Route


To bypass a route click the Bypass checkbox next to a route. This will skip that step in the routing network for this workflow only. The template will not be affected.