What is the HR Process feature in Zoho People?

3. Enter the Basic Information in the Add Process window and upload a process document, if applicable.

4. Configure the transition fields. These include the key transition field update, which in this case is the Department of the employee. You can also configure secondary field updates, which in this case is the location. As part of secondary field updates, custom transitional fields can be added. Learn more about Custom Field Repository. 
   
   
   

5. Set up permission on who can raise and manage this HR process based on role or specific employees. 
   
   

Within Permissions, you can add employees and specify which group of requests they will handle by using the Tag Group option. Within Tag Groups, you can easily group employees using criteria such as Department, Location, Role, etc. Options to select individual employees to form groups are also supported. So, for example, you can configure one employee to handle a specific department, location, etc.

6. Configure an approver by clicking Configure Approver. In this case, we have selected the HR Administrator as the approver. Multiple approvers can be added if required.
   

7. If you wish to automatically send an email alert as a follow-up action to a HR Process, this can be configured within the 'Follow-up Actions' space. The email will automatically be sent on the effective date, or HR process approved date, if the request is only approved after the effective date. The email template can be customized as required (click on the '+' icon). For example, if you want to notify the person who raised the request, their department head and reporting manager, they can be selected as recipients ('To'), the body of the email can also be customized as required, including the option of adding dynamic merge fields.
   
8. Click Save. 
   

Custom Field Repository Feature

The Custom Field Repository in HR Process settings allows you to reuse custom fields as transition fields across multiple HR processes. For example, if you have separate HR processes for department, location, and role changes, but need the same additional field to be included in all three transitions, you can add that field to the Custom Field Repository and reuse it across those processes.

To do this, navigate to Settings > Employee Information > Add Custom Field. Select between Single Line, Multi Line, Dropdown and File Upload fields options. 

For example, if you have added a Field here:



Then it can be selected when configuring any HR processes as a secondary transitional field



And when a HR process is initiated using this process, the field must be filled out.

Similarly, the same custom field can be added across multple HR Processes. 

Initiating a HR Process Request

1. Navigate to Home > Team > HR Process > Initiate Process.
   
2. Select a Process. In this case, we will go with Department Change.
   

2. In the next screen, select the employee you are requesting the transition for. In this case, an employee named Randall is selected. Multiple employees can also be added. Click Next once the selection is completed.

3. Select the new department and any associated secondary fields. Enter the effective date and reason for the change.

4. Click Submit Request. The HR process is now successfully initiated. 

HR Process can also be initiated from Home > My Space > Overview > HR Process tab

What does "Field cannot be edited due to HR Process association" mean?

Employee data can be directly edited only once after a user is added. For any further updates, changes must be made through the HR Process feature in Zoho People. For example, to update a user's location, please raise an HR Process request for a location change.

Only one HR Process request can be raised for the same employee on the same day. (which uses the same Process/Transition fields)

Approving a HR Process Request

1. After an HR process request is initiated, it can be approved by the approver. This can be done from the notification received. (Home > Bell icon) Alternatively, navigate to Home > Team > HR Process and select the corresponding request.

Reversing | Canceling a HR Process Request

Attendance records or any approved/pending requests will remain unchanged when an HR Process Request is cancelled. For example, if an employee is transferred to a new location and has attendance records or leave requests associated with that location, cancelling the HR Process Request will revert the employee's location. However, the attendance records and leave requests created after the transfer will remain associated with the transferred location and will not be moved back automatically.

HR Process Location-Based Public Holidays 

After the effective date, public holidays from the employee's new work location (Malaysia, in this example) are automatically applied. This can be viewed under Attendance Summary page (navigate to Attendance (left-side tab) > My Data > Attendance Summary).

Cancelling a Location Change HR Process Request

If the location change HR process request is cancelled, public holidays from the new work location are removed, and the employee's holiday calendar is restored based on the previous work location.

1. If the location change HR process request is cancelled after a public holiday has already passed, the day is updated based on the employee's previous work location. If the day is a working day in the previous work location, then it is displayed as Absent.
   
   
2. For example: If the employee's current work location is Malaysia and the previous work location is Chennai, any upcoming public holidays from Malaysia are removed and follow the Chennai holiday calendar.
   

Importing HR Process Data Into Zoho People | Career History Import

1. Navigate to Operations > Employee Information
   
2. Use the drop-down option to select the associated process.
   
   
3. Click the More icon (ellipses icon in the top-right corner) and select the Import option.
   
   
4. Click Upload File to browse and select a file to import.
   

TIP
Click on the Download Sample Template option if you wish to download a sample file.

ALERT:
Ensuring the accurate maintenance of all HR process-related employee records will help preserve the integrity of career history in Zoho People and ensure the proper functioning of employee experience-related records and features.

Exporting HR Process Records

To export employee HR process-associated data, follow the steps below:

1. Navigate to Operations > Employee Information
   
2. Use the drop-down option to select the associated process.
   
3. Click the More icon (ellipses icon in the top-right corner) and select the Export option.
   

Tracking HR Process Requests