In this article you will find a guide on how you can set up an automation rule, that automatically moves an employee from status "Pending" to "Archived". When a candidate is hired and given an employment start date, the new employee is automatically moved from status "Pending" to "Active". If an employee is terminated, you can manually move this employee from 'Active' to 'Archived'. Alternatively, you can set up an automation rule, which will be less time consuming than doing it manually.
Set up automation for archiving employees
When a candidate is hired and given an employment start date, the new employee is automatically moved from status 'Pending' to 'Active'. If an employee is terminated, you can manually move this employee from 'Active' to 'Archived', or you can (as we explain in this article) set-up an automation rule that triggers a move of an employee from 'Active' to 'Archived' automatically on your specified rule.
1. Go to "Settings" in the main menu
1.1. Click on "Automations"
2. Go to "+ New Workflow" and give the workflow a title
The title could, for example, be "Archive resigned employees". If desired, you can also add a description that explains what this automation triggers
2.1. Click on "Save"
3. Choose "Employee" to address what the automation is about
3.1. Choose "Scheduled" to address when the automation should be triggered
4. Choose a start date of the automation and choose to repeat each day
4.1. Select "Primary resignation date" under "What criterias should match for this automation to be triggered?"
4.2. Choose the desired time frame, for example, one day after. Click "Save"
5. Add the action that should occur when this criteria is matched by clicking on "+ Add action" and click on "Move"
6. Set "Employee status" to "Archive" and click "Save"
6.1. If desired, it could be relevant to add another action, that triggers a message to a manager. This message can for example inform the manager of the action, that their employee have been successfully archived. To include this, click '+ Add action', choose 'Message' and add relevant information to the message.
After the desired actions are included, remember to set the automation to 'Activated' in the top-right corner of the pop-up window.
Your resigned employees will now automatically be set to status 'Pending', 1 day after their resignation date, and the manager will be informed by e-mail.