Workflow Template

Employee Information Change Workflow

Enables staff to request updates to their personal records. The employee submits the change details and any supporting document; HR verifies the request against existing records and approves or rejects it. On approval the record is updated and the employee notified; on rejection the request is returned to the employee with the reason, who may revise and resubmit.

HR teams waste hours chasing employee record change requests scattered across email, forms, and hallway conversations. This workflow gives employees a single place to submit updates and supporting documents, routes each request to an HR reviewer for verification, and automatically updates the record on approval or sends it back with a reason on rejection. Employees run the submission step; HR runs the review and approval step.

Business Outcomes

Cut record update turnaround from days to hours
Eliminate lost or ignored change requests sent via email
100% audit trail of who requested, approved, or rejected each change
Reduce HR admin time spent chasing missing documents
Fewer data errors from manual record updates

Workflow Steps

Steps

1
Create Change Request Recordcreate record
Registers the employee's submitted change request.
2
Set Status to Submittedupdate record
Marks the request as submitted and awaiting HR review.
3
Assign HR Reviewerassign user
Assigns the request to an HR reviewer for verification.
4
Set Status to Under Reviewupdate record
Marks the request as under HR review.
5
HR Verifies and Approves Requestrequest approval
HR checks the requested change against the existing employee record and approves or rejects it.
6
Route Verification Outcome
Branches based on whether HR approved or rejected the change request.
approval_status: "approved"→Set Status to Approved
approval_status: "rejected"→Set Status to Rejected
Default→End
7
Set Status to Approvedupdate record
Marks the request as approved by HR.
8
Update Employee Recordupdate record
Applies the approved change to the employee's personal record and marks the request completed.
9
Notify Employee - Change Completesend email
Emails the employee confirming their information has been updated.
10
Set Status to Rejectedupdate record
Marks the request as rejected pending employee revision.
11
Notify Employee - Verification Failedsend email
Emails the employee that verification failed and asks them to revise and resubmit their request.
12
Restart for Revisionrestart from step
Restarts the workflow from HR review so the employee's revised request can be re-verified.

Fields

Employee Full Name*
Employee Email*
Employee ID*
Type of Change*
Current Value on Record
Requested New Value*
+4 more fields

Forms

Employee Information Change Request

8 fields

Data Views

All Employee Change Requests

employee_change_request_ref, employee_name, change_type, request_status +1 more

Dashboard Widgets

Change Requests OverviewRequests by Change Type

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

employee information changeemployee details updatehr recordsemployee datapersonal details

Similar Workflows

payroll change request employee onboarding employee offboarding

Similar Categories

human resources

FAQs

How do I set up this workflow for my team?

Publish the Employee Information Change Workflow template inside assess.one and it's live immediately. No installation or setup project is required. You can start accepting employee change requests the same day you publish it.

What do I need before I publish this workflow?

You just need to know who your HR reviewers are so you can assign them to the review step. Everything else, including status tracking and notifications, is already built into the template. You can adjust reviewer assignments anytime after publishing.

How long does implementation take?

Publishing takes minutes, not weeks. Once it's live, your team can immediately start submitting and reviewing change requests. There's no separate implementation phase like with traditional software.

Can I customise the approval steps or add more reviewers?

Yes. You can edit roles, add additional approval stages, or change notification rules directly inside assess.one. Changes take effect immediately without needing developer support.

Who needs access to this workflow?

Employees need access to submit change requests, and HR reviewers need access to verify and approve or reject them. You control access levels for each role directly in assess.one.

What happens when HR rejects a request?

The request status changes to Rejected and the employee is notified with the reason for rejection. The employee can then revise the details and resubmit, which restarts the review process automatically.

How does HR verify a change request?

HR reviews the submitted details and any supporting documents against the existing employee record at the Under Review stage. They then choose to approve or reject the request, which routes the workflow to the correct next step automatically.

Is there an audit trail for compliance purposes?

Yes, every status change, from Submitted through Under Review to Approved or Rejected, is logged automatically. This gives you a complete record of who requested what and who approved or rejected it, which is useful for compliance reviews.

Can this workflow integrate with our email or Slack notifications?

Yes, notifications like 'Change Complete' and 'Verification Failed' can be configured to send via email or Slack directly inside assess.one. No third-party development work is needed to set this up.

Ready to use this workflow?

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