Workflow Template

Employee Information Change Workflow

Allows staff to submit requests to update personal records (name, address, phone, emergency contact, bank details, or other). HR verifies the request against the employee record, updates the record if verified, and the employee is notified at each stage until the request is completed or returned.

HR teams lose time chasing paper forms and emails when staff need to update a name, address, phone number, emergency contact, or bank details. This workflow lets employees submit a change request through a form, routes it to HR for verification against the employee record, and updates the record once verified, notifying the employee at each stage. HR runs the verification and update tasks, while the employee is kept informed from submission through to completion or return.

Business Outcomes

Fewer missed or lost employee update requests thanks to a tracked record for every submission
Faster turnaround on record updates with due dates set on HR verification and update tasks
Reduced back-and-forth emails since employees receive automatic status updates at each stage
Clearer audit trail with verification results, comments, and update dates saved to each record
Less manual chasing for HR with status-based views showing where every request stands

Workflow Steps

Steps

1
Create change request recordcreate record
Registers the employee's submitted information change request as a record.
2
Set status to Submittedupdate record
Marks the request status as Submitted immediately after creation.
3
Email acknowledgement to employeesend email
Sends the employee an acknowledgement email with their request reference number.
4
HR: verify request against employee recordcreate task
Creates a task for HR to verify the change request against the employee record, due in 3 days.
5
Save verification result to recordupdate record
Persists HR's verification result and comments to the record.
6
Route on verification result
Routes the workflow based on whether HR could verify the request.
verification_result: "Verified"→Set status to In Progress
verification_result: "Cannot verify"→Set status to Returned
Default→End
7
Set status to Returnedupdate record
Marks the request status as Returned because HR could not verify it.
8
Email employee with HR's commentssend email
Notifies the employee that their request was returned and shares HR's comments.
9
Set status to In Progressupdate record
Marks the request status as In Progress while HR updates the employee record.
10
HR: update employee recordcreate task
Creates a task for HR to update the employee's record with the new details, due in 2 days.
11
Save date updated and set status to Completedupdate record
Persists the date the record was updated and marks the request as Completed.
12
Email employee that details have been updatedsend email
Notifies the employee that their details have been successfully updated.

Fields

Show all 9 fields

FormEmployee Information Change Request

Employee Name*· Text
Employee Email*· Email
Details to Change*· Choice
New Details*· Long text
Supporting Document· File upload

TaskHR: verify request against employee record

Verification Result· Choice
HR Comments· Long text

TaskHR: update employee record

Date Updated· Date

Other fields

Request Status· Choice

Employee Name*
Employee Email*
Details to Change*
New Details*
Supporting Document
Request Status

Forms

Employee Information Change Request

5 fields

Data Views

Employee Change Requests

employee_name, details_to_change, date_updated, request_status

Dashboard Widgets

Requests by Status

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 Workflow Employee Onboarding Workflow Employee Offboarding Workflow

Similar Categories

Human Resources

FAQs

How do I set up this workflow for my HR team?

The template is ready to use as soon as your workspace publishes it, so there's no setup project needed. You can start collecting employee change requests through the public request form right away, and HR will see verification tasks appear as requests come in.

What information do employees need to provide?

The request form asks for Employee Name, Employee Email, Details to Change, New Details, and a Supporting Document. Employees fill this in without needing an account, either through the public form or a form emailed to them.

Who handles the verification step, and what happens if HR can't verify the request?

A member of the HR team is assigned the verification task, due in 3 days, where they check the request against the employee record and record a Verification Result and Comments. If the result is 'Cannot verify', the status is set to Returned and the employee is emailed with HR's comments; if verified, the request moves to In Progress for the update.

What gets saved to the employee's record versus staying on a task?

Because the workflow waits for both HR tasks, the Verification Result, Comments, and Date Updated are all saved directly to the record. This means anyone viewing the record's timeline can see the verification outcome and update date without digging into individual tasks.

Can I customise the fields or steps in this workflow?

Yes. You can describe the change you want in plain English, or edit the steps directly in the workflow editor, and earlier versions of the workflow are kept. This makes it straightforward to add fields, change task deadlines, or adjust the email wording.

How does the employee know what's happening with their request?

The employee receives an acknowledgement email with their reference number as soon as the request is submitted. They're then emailed again if the request is returned with HR's comments, or once their details have been successfully updated.

How long does the whole process typically take?

The HR verification task is due in 3 days and the record update task is due in 2 days, so the workflow is structured to move requests through in about 5 business days when tasks are completed on time. Actual timing depends on how quickly HR completes each task.

Can we track how many requests are pending versus completed?

Yes. Each request is a record with a status—Submitted, In Progress, Returned, or Completed—and table views and dashboards show records grouped by status. This gives HR a live view of where every request stands without needing to check individually.

Does this workflow handle sensitive details like bank information securely?

The workflow records what HR enters—verification results, comments, and update dates—on the record's timeline, along with a logged history of workspace activity. Each business should confirm its own obligations around handling and storing sensitive employee data.

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