Workflow Templates Guide
Complete guide to understanding and using Workflow Templates in Workbench. Learn what they are, when to use them, and how they automate your review processes.
Quick Summary
Workflow Templates help HR teams automate review and approval processes by defining sequences of steps that control how work flows through review cycles. They're ideal for organizations that want consistency, reduced manual work, and automated stage progression. Workflow Templates provide built-in guardrails that ensure every review cycle follows the same process, eliminating the need for manual chasing and reducing errors.
What are Workflow Templates?
Workflow Templates are automated sequences of steps that control how review cycles and approval processes flow through your organization. They define which stages participants move through, in what order, and who needs to approve compensation changes.
Think of Workflow Templates as blueprints for your review processes. Instead of manually guiding each participant through stages or chasing down approvals, workflows automate progression and enforce business rules automatically.
Workflow Templates eliminate manual chasing and ensure consistency across all review cycles. No more wondering what comes next or manually moving participants between stages.
Key Terms
- Workflow Template
- A predefined sequence of steps and actions that automates review and approval processes. Workflow templates control how work flows through your organization during review cycles, defining which stages participants move through, in what order, and who needs to approve compensation changes.
- Review Workflow
- A type of workflow template that controls the review process itself—which stages participants move through and in what order. Review workflows automate stage progression so participants automatically move to the next stage when they complete their current one.
- Approval Workflow
- A type of workflow template that controls the approval process for compensation recommendations. Approval workflows define who needs to approve compensation changes and in what order, enforcing sequential approval requirements.
- Workflow Step
- An individual action or stage within a workflow template. Each step can reference review stages, assign tasks to specific people or roles, and enforce business rules.
- Assignee
- The person or role responsible for completing a workflow step. Assignees can be assigned by user (specific person), role (anyone with that role), or dynamic assignment (based on organizational structure).
When to Use Workflow Templates
Ideal For:
- Organizations running multiple review cycles per year
- Teams that need consistent review processes across all cycles
- Organizations with complex approval chains (multiple approvers, sequential requirements)
- HR teams that want to reduce manual oversight and chasing
- Companies that need to enforce business rules automatically
Who Benefits:
- HR Teams: Reduced manual work, consistent processes, automated guardrails
- Managers: Clear guidance on what to do next, automatic progression
- Finance/Leadership: Enforced approval chains, budget guardrails
- Employees: Predictable review processes, timely feedback
How Workflow Templates Work
1. Create the Template
Define your workflow template with a name, description, and type (Review Workflow or Approval Workflow).
2. Add Workflow Steps
Configure each step in your workflow. For Review Workflows, steps reference review stages. For Approval Workflows, steps define who needs to approve.
3. Assign Responsibilities
Set assignees for each step—by user, role, or dynamic assignment based on organizational structure.
4. Attach to Review Cycles
When creating a review cycle, attach your workflow templates. The workflow then guides participants automatically.
Screenshot placeholder
Workflow template configuration interface showing step-by-step setup process
Types of Workflow Templates
Review Workflows
Control the review process itself—which stages participants move through and in what order.
- Define the sequence of review stages
- Control when participants can access each stage
- Automate progression between stages
Approval Workflows
Control the approval process for compensation recommendations—who approves and in what order.
- Enforce sequential approval requirements
- Assign approvers by user, role, or dynamic assignment
- Control budget guardrails and approval limits
Workflow-Based vs Manual Review Cycles
| Aspect | With Workflow Templates | Manual Control |
|---|---|---|
| Stage Progression | Automatic based on workflow | Manual movement required |
| Consistency | Same process every time | Can vary between cycles |
| Approval Chains | Enforced automatically | Manual tracking required |
| Manual Oversight | Minimal—workflow handles it | High—HR must guide process |
| Best For | Multiple cycles, complex processes | Simple, one-off reviews |
How Workflow Templates Fit Into Your Review Process
Workflow Templates work together with other Workbench features to create a complete review system:
- Review Stages: Workflow Templates reference your organization's review stages to define the sequence participants follow.
- Review Cycles: You attach workflow templates to review cycles, and the workflow guides participants through the cycle automatically.
- Org & Team Management: Dynamic assignees in workflows use your organizational structure to automatically route approvals.
- Compensation Management: Approval workflows control who can approve compensation recommendations and in what order.
Common Use Cases
Annual Performance Reviews
Create a comprehensive review workflow that guides employees through self-review, manager review, calibration, and final approval stages.
Workflow: Self Review → Manager Review → Calibration → Final Approval
Compensation Approval Chain
Set up an approval workflow that requires manager approval, then HR review, then finance sign-off for any compensation changes.
Workflow: Manager → HR → Finance → CEO (for large increases)
Quarterly Check-ins
Use a simpler workflow for frequent check-ins that only requires self-review and manager feedback.
Workflow: Self Review → Manager Feedback
Team-Specific Reviews
Create workflows tailored to specific teams that include team lead review before manager review.
Workflow: Self Review → Team Lead → Manager → Final Approval
Frequently Asked Questions
What is the difference between a Review Workflow and an Approval Workflow?
A Review Workflow controls the review process itself—which stages participants move through and in what order (e.g., Self Review → Manager Review → Calibration). An Approval Workflow controls the approval process for compensation changes—who needs to approve and in what order (e.g., Manager → HR → Finance). You can use both types of workflows in the same review cycle.
Do I have to use Workflow Templates?
No, Workflow Templates are optional. You can create review cycles with manual control, where you guide participants through stages yourself. However, Workflow Templates are recommended for organizations running multiple cycles or those that need consistency and automation.
Can I edit a workflow template after it's been used in a review cycle?
Workflow templates can be edited, but changes only affect future review cycles. Active or completed cycles continue using the workflow version that was attached when the cycle was created. This ensures consistency and prevents disruption to in-progress reviews.
What are dynamic assignees?
Dynamic assignees automatically determine who should complete a workflow step based on your organizational structure. For example, in an approval workflow, you can set a step to be assigned to "the employee's manager" or "the employee's manager's manager" without specifying a specific person. This makes workflows flexible and adaptable to organizational changes.
Related Concepts
To get the most out of Workflow Templates, you should understand these related concepts:
- Review Cycles — Workflow Templates are attached to review cycles to guide participants
- Review Stages — Review Workflows reference your organization's review stages
- Org & Team Management — Organizational structure enables dynamic assignees in workflows
- Compensation Management — Approval Workflows control who can approve compensation changes
Related Features
Review Cycles
Create and manage review cycles with workflow-based automation or manual control. Track progress, manage budgets, and see bottlenecks in real-time.
Compensation Management
Easily plan merit increases and bonuses. Track compensation history and manage recommendations through approval workflows.
Org & Team Management
Mirror your reporting structure and keep approvals moving without email whiplash.
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