· Documenting an Employee's Job Change Event

Introduction

This article will give you an overview of documenting an employee's job change event in the platform, by using the Employee Job Change workflow. This workflow creates a letter for the employee documenting changes in one or more of the following job events:

• Manager
• Employee Title
• Employee Department
• Employment type (full-time, part-time, exempt, international)
• Salary change
• Stock award change
• Performance-based compensation

Where to Find the Workflow

This workflow can be found in the Human Resources section of the Start New Workflow page. The workflows listed on this page will depend on your individual access level. If you do not see Employee Job Change listed, please see your platform administrator to request Hiring Manager Workflow Access, which will allow you to run this workflow.

How the Workflow Works

The workflow will ask you to identify the employee and then specify the changes you would like to make. All fields on this page are pre-populated with the employee's current information.

Some optional inclusions for this workflow include creating a custom introductory paragraph for the Employee Job Change Notice and uploading an internal document to support the job change. 

After completing this page, you will move on to the Checkpoint screen to review and make any edits before the document is sent out for any necessary signatures. 

Frequently Asked Questions

How can I control whether Job Change Notices are viewable to employees?

You control whether or not you'd like your employees to view their Job Change Notice Documentation. There's an Allow Employees to Access New Job Change Documentation setting that can be turned on or off.  

You can set this setting in the Administration area.

1. Switch to the Administration Workspace (click the Gear icon in the bottom left corner)
2. Select Employment Workflows, which you'll find on the HR Settings panel.
3. On the next screen, select the Job Change tab on the left panel.
4. Check the Allow Employees to Access New Job Change Documentation checkbox. Checking it will make it so that employees can see and read the document.  Unchecking it will have the opposite result.
5. Click Save once you've made your desired changes. 
   
   

Does the company need to sign Job Change documents?

Company signature is not required on Job Change Documents. It's up to you if you would like a company representative to sign the Job Change Documents. Settings can be changed by following the steps outlined in the FAQ directly above, but after clicking on the Job Change tab, you should find the Who is authorized to sign job change notices? box. Leave the box empty if you do NOT want to require signatures. If you want to authorize a user to sign job changes and require their signature, enter their name in the box.

Does the employee need to sign Job Change documents?

No, the employee does not sign the Job Change document. There is no setting that would invite them to sign.

Why am I getting a message that the Job Change workflow is locked?

It is possible another workflow that is in progress concerning the same employee is blocking the employee's job change workflow.

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