The Workflow Builder is where HR designs how an assignment gets approved and what has to happen along the way: who approves, which documents need to be in place, who gets notified, and which vendor services are pre-selected. You build the flow on a canvas, save it as a draft and activate it once it is complete.
Where to find it
In the left-hand menu, open Admin management.
Click Company settings.
Select Workflow builder.
Choose Assignment flow and click Configure assignments.
This opens the Assignment workflow, with the Toolbox on the left and the canvas on the right.
Choose a starting point
The first time you open the assignment workflow, you pick how to start:
Blank canvas: starts with just the assignment request. You build the flow yourself.
Standard: a basic HR approval flow that you can customize.
You can change anything later. Back to templates in the top bar takes you back to this screen.
How the canvas works
Every assignment starts at Assignment request submitted.
From there, branches are checked from top to bottom. The first branch whose conditions match runs. An assignment only ever takes one branch.
The Everything else branch at the bottom catches every assignment that no earlier branch matched. It has no conditions of its own.
Inside a branch, steps run from left to right, one after the other. An assignment only moves to the next step once the current one is done.
Every branch ends at Assignment processed.
A step that still needs input shows a red hint on the canvas, for example Add approver emails or 3 documents for approval. Click the step to complete it.
Canvas controls: use the zoom buttons at the bottom to zoom in and out, the frame icon to fit the whole flow on screen, and the hand tool to pan. The arrow icon next to Toolbox collapses it so you have more room.
Add or edit a branch
Click the + icon on the connector line below Assignment request submitted. A new branch with a Trigger node appears, and the branch panel opens on the right.
Give the branch a Branch name.
Under Trigger conditions, click + Add condition and choose what the branch should match on.
Set the operator and value for the condition example Assignment phase · is · Pre-departure. Add more conditions with + Condition.
Check the Summary at the bottom of the panel. It lists every condition the branch matches on.
Every branch needs at least one condition. Until it has one, the branch matches nothing and the top bar shows Add a condition to every branch before activating.
Use Duplicate at the bottom of the panel to copy a branch, or Delete to remove it. Both are also available as icons when you hover over a branch on the canvas.
Available conditions
Assignment phase
Assignment duration
Host country
Home country
Assignment purpose
Department of assignee
About assignment phases: every assignment in WorkFlex moves through fixed phases: Exploration, Pending confirmation, Pre-departure, On assignment, Start repatriation, Offboarding from host, Post-assignment and Cancelled. Branching on the phase lets you run different steps at different points in the assignment, for example an extra sign-off before departure. See Assignment Phases explained for what each phase means.
Add steps to a branch
There are two ways to add a step:
Select the branch on the canvas, then click a step in the Toolbox on the left. It is added to the selected branch.
Click the + icon on the connector line where you want the step. A searchable menu with all step types opens.
Click any step on the canvas to open its settings. Every step has a Step name you can change. The name is what your team sees on the canvas, so use something descriptive such as Legal sign-off or Wait for cost projection.
Steps can be duplicated or deleted from the bottom of the settings panel, or via the icons that appear when you hover over the step on the canvas.
Step types
Approvals
Internal approval
The assignment waits until someone from your team approves or rejects it. Under Approvers, search for and select the teammates who should approve. Leave the field empty to allow anyone from your HR team to approve.
External approval
The assignment waits until the people you email approve or reject it. Under External approver emails, type an email address and press Enter. Add as many as you need. External approvers do not need a WorkFlex account; they approve or reject via email.
Managerial approval
The assignment waits until the employee's manager approves or rejects it. Under Managers, tick Home manager, Host manager or both. WorkFlex identifies who these are for each assignment, so you don't need to name anyone here.
Notifications
Notify
Sends a heads-up email to the people you pick. No approval is needed, the flow moves straight on. Under Recipients, search for and select who should be notified. Under Message, you can add an optional text that is included in the notification email.
Documents
Document availability
The assignment waits here until the selected documents are in place. Under Documents, tick everything that has to be provided before the assignment moves on, for example Compliance assessment, Cost projection, Balance sheet, Assignment letter, A1 certificate or Posted worker notification (PWN). Use the search field to find a document quickly.
Document approval
Each selected document is sent to its own approver, who approves or rejects it. Under Documents and approvers, pick a document in the Document column and the person who approves it in the Approved by column. Approvers can be teammates or any email address, so they can also sit outside WorkFlex. Click + Add document for further documents.
[SCREENSHOT: Document approval panel with the Document / Approved by table]
Tip: combine the two. A Document availability step makes sure the documents exist, a Document approval step right after it makes sure they are signed off.
Default services
Vendor services
Pre-selects vendor services on every assignment that reaches this step, so your team doesn't have to add them by hand. Under Services, tick the services you want, for example from Immigration & Visa or Family services. Use the search field to filter the list.
Automated decisions
Auto-approve
The assignment is approved automatically. No one needs to act.
Auto-reject
The assignment is rejected automatically. No one needs to act.
Neither step has settings apart from the step name. Use them at the end of a branch whose conditions already make the decision clear, so that only the assignments that need a human reach one.
Save, check and activate
Your changes are not applied until you save them.
Click Save changes to save the flow as a Draft. You'll see a Draft saved confirmation.
Click Discard changes to undo everything you haven't saved yet.
Before the flow can go live, every branch needs at least one condition and every step needs its required settings. Anything still missing is listed in the banner Before this flow can go live at the top of the page, for example External approval needs at least one approver email. Fix each point, then save again.
Once the banner is gone, switch the toggle in the top bar from Inactive to Active. A confirmation asks Make this the active flow? Click Activate flow.
From that moment on, the flow applies to every new assignment request in your company. Assignments that were already submitted keep the flow they started with. There is no review by WorkFlex, so double-check approvers and document lists before you activate.
To pause the flow, switch the toggle back to Inactive. To change a live flow, edit it and click Save changes. You'll see Changes saved and applied to new assignments; there is no need to activate it again. Assignments that are already in progress are not affected.
Learn more about what the assignment itself looks like for your team, including how to confirm it, here.