Toast Payroll: Customize Workflows

In this Article:

• What Are Workflows?
• View Workflows in Toast Payroll
• Create a New Workflow

What Are Workflows?

Workflows are system notifications, alerts, and approvals that can be sent to a recipient regarding an event or situation. Toast Payroll has several workflows and different types of recipients can be included in their setup. For instance, managers can be alerted for employee birthdays or the HR team can be set up to approve a payroll before it is submitted.

Workflows are most often utilized for keeping management aware of activity around the database. This module is not equipped to act as an internal messaging platform. We suggest using the Chat feature of the MyToast app if you wish to use an internal messaging platform.

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View Workflows in Toast Payroll

1. Navigate to Settings > Workflow.
2. This page automatically filters any existing workflows to the top (see the Setup column). The remaining unused workflows, listed in alphabetical order, will follow.
3. Workflows are divided into three types:
   1. Approval Workflows: Before something can be properly submitted, it must be approved by someone else.
   2. Alert / Notification: When a specific thing happens in Toast Payroll, it will notify someone.
   3. Delayed Alert / Reminder: Preset dates will trigger alerts for these workflows.
4. Use the Filter button at the top of the page to quickly locate workflows by name, type, or setup status.

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Create a New Workflow

1. Navigate to Settings > Workflow.
2. Select a workflow's name to begin.
3. Select the Add+ button.
4. Fill in the following fields:
   1. Notification Type: Indicate whether you would like notifications to be sent to the individual's email address on file, as a Payroll To Do notification on their Toast Payroll dashboard, or both.
   2. Recipient Type: Who the workflow notification will go to. The most popular selections are described below.
      1. Important Note: When you set the recipient type to any of the Reports To selections below, employee profiles must also have this information or the workflow will fail. For instance, if you're trying to set up a workflow for overtime notifications and you want the notification sent to the employee's Report To Employee, they must have an individual specified on their profile. This information can be found or updated by navigating to an employee's profile > Position > Edit. Learn more about Reports to in Toast Payroll: Update Positions.
      2. Position: All users assigned to that position will receive the workflow notification.
      3. In some cases, when Position is selected for Recipient Type and an email notification is included in the Notification Type, the individual will not receive an email when the workflow is triggered. You might decide to select Employee ID instead and manually include all applicable employees to avoid this error.
      4. Reports To Position: All employees reporting to a specific position will receive the workflow notification.
      5. Reports To Reports To: Simply put, this is an individual's boss's boss. Workflow notifications will skip the direct manager and go to the employee's manager's manager.
      6. Reports To Employee: All employees who report to the employee named Recipient will receive the workflow notification.
      7. Employee ID: A specific employee will receive the workflow notification. Make sure this isn't a demo employee.
      8. Originator: The workflow notification will be sent to the original employee.
      9. Workflow Group or Location Workflow Group: The workflow will route to another workflow.
   3. Recipient: This field populates with the corresponding Recipient Type (if Employee ID was selected, then employee names will populate).
      1. Some Recipient Types (i.e. Reports To) will populate an N/A Recipient because this Recipient will be different for each employee. In other words, the person each employee reports to is set individually on their profile, so this is expected and the workflow will be successful as long as each employee has the Reports to field filled out on their profiles.
   4. Sequence:  If only one recipient is present, this must be 1. If multiple Recipients are present, select the order you would like them to be received in (i.e. 1 for a manager and 2 for an HR+ user).
   5. Must E-Sign: Requires that the user e-signs this workflow when approving.
   6. Title, Body, and E-Sign Message: Fill out these fields with any information that the Recipient should have when they receive this workflow notification. Some workflows may have blue buttons above the Title and Body fields. These are used as placeholders that Toast will automatically fill in based on the specific employee's information. For instance, if you started the Body with "Hello " and you selected the blue Candidate button, the workflow notification would pull the candidate's name in place of the button text.
      
      
      
      
5. You may select Preview to see how the notification will appear to the Recipient. Otherwise, select Save to create an active workflow.

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