Workflow Use Cases
Use cases for onboarding, offboarding, task tracking, and equipment management
Workflow Use Cases
This document describes use cases for employee onboarding and offboarding workflows, task management, checklist tracking, and equipment provisioning/return.
Actors
| Actor | Description |
|---|---|
| Tenant Admin | Creates and manages workflow templates |
| HR Manager | Initiates workflows, tracks completion |
| Manager | Tracks team member workflow progress |
| Employee | Completes assigned workflow tasks |
| IT | Handles equipment-related tasks |
UC-WF-01: Tenant Admin Creates Onboarding Checklist
Primary Actor: Tenant Admin
Preconditions
- Tenant Admin is authenticated
- Has workflow management permissions
Main Flow
- Tenant Admin navigates to Workflows → Templates
- Clicks "Create Template"
- Selects template type: Onboarding
- Enters template details:
- Template name (e.g., "Standard Onboarding")
- Description
- Target role/department (optional)
- Adds tasks to checklist:
- Task name
- Description/instructions
- Assignee type:
- New Employee
- Manager
- HR
- IT
- Custom role
- Due date (relative to start date, e.g., "Day 1", "Week 1")
- Required vs optional
- Dependencies (task B requires task A)
- Adds document links (policies to read)
- Saves template
- Template available for use
Alternative Flows
A1: Clone Existing Template
- Admin selects existing template
- Clicks "Clone"
- Modifies as needed
- Saves as new template
A2: Department-Specific Template
- Creates template for specific department
- Different tasks for Engineering vs Sales
- Template auto-selected when employee's department matches
Postconditions
- Onboarding template created and active
- Available when new employees are added
Example Onboarding Checklist
| Task | Assignee | Due | Required |
|---|---|---|---|
| Complete personal profile | New Employee | Day 1 | ✅ |
| Read Employee Handbook | New Employee | Day 1 | ✅ |
| Accept IT Usage Policy | New Employee | Day 1 | ✅ |
| Request laptop setup | IT | Day 1 | ✅ |
| Set up email account | IT | Day 1 | ✅ |
| Meet with manager | New Employee | Day 1 | ✅ |
| Complete security training | New Employee | Week 1 | ✅ |
| Team introductions | Manager | Week 1 | ✅ |
| 30-day check-in | HR | Day 30 | ✅ |
| Set initial goals | New Employee | Week 2 | ❌ |
UC-WF-02: New Hire Completes Onboarding
Primary Actor: New Employee
Preconditions
- Employee has been added to the system
- Onboarding workflow has been initiated
- Employee has logged in for first time
Main Flow
- New employee logs in
- Dashboard shows onboarding widget prominently:
- Overall progress (e.g., "3 of 12 tasks complete")
- Progress bar
- Next tasks due
- Clicks to view full onboarding checklist
- For each task:
- Reads task description/instructions
- Clicks links to referenced documents
- Completes required action
- Marks task as complete
- Adds notes if needed
- System tracks completion percentage
- Notifications sent for approaching due dates
- All tasks complete → Onboarding marked as finished
Alternative Flows
A1: Task Requires Manager Action
- Some tasks assigned to manager, not employee
- Employee sees task as "Waiting on Manager"
- Manager receives notification to complete
A2: Overdue Task
- Task passes due date incomplete
- Task highlighted as overdue
- Reminder sent to employee and manager
- HR notified if significantly overdue
A3: Optional Tasks
- Optional tasks shown separately
- Employee can skip without blocking completion
- Encouraged but not required
Postconditions
- Onboarding tasks tracked
- Progress visible to employee, manager, HR
- Completion recorded for compliance
New Employee Onboarding View
┌────────────────────────────────────────────────────────────┐
│ Welcome, John! Complete your onboarding │
│ │
│ Progress: ████████░░░░░░░░░░░░ 40% (5 of 12 tasks) │
├────────────────────────────────────────────────────────────┤
│ Day 1 Tasks │
│ ✅ Complete personal profile │
│ ✅ Read Employee Handbook │
│ ✅ Accept IT Usage Policy │
│ ⏳ Meet with manager (Scheduled for 2 PM) │
│ ✅ Laptop setup - Completed by IT │
│ ✅ Email account created │
├────────────────────────────────────────────────────────────┤
│ Week 1 Tasks │
│ ○ Complete security training │
│ ○ Team introductions (Assigned to your manager) │
│ ○ Review team documentation │
├────────────────────────────────────────────────────────────┤
│ Week 2 Tasks │
│ ○ Set initial goals │
│ ○ Schedule 1:1 with manager │
└────────────────────────────────────────────────────────────┘UC-WF-03: Manager Tracks Onboarding Progress
Primary Actor: Manager
Preconditions
- Manager is authenticated
- New hire on manager's team has active onboarding
Main Flow
- Manager logs in
- Dashboard shows notification:
- "New team member onboarding in progress"
- Quick progress indicator
- Clicks to view new hire's onboarding
- Sees full checklist with:
- Tasks assigned to new hire
- Tasks assigned to manager
- Tasks assigned to others (IT, HR)
- Completion status of each
- For tasks assigned to manager:
- Completes task
- Marks as done
- Can send reminders for overdue tasks
- Can add notes/comments
Alternative Flows
A1: Multiple New Hires
- Manager has multiple new team members
- Views list of all onboarding employees
- Selects individual to see their progress
A2: Reassign Task
- Manager cannot complete assigned task
- Reassigns to another person
- Reason recorded
A3: Extend Deadline
- Task cannot be completed on time
- Manager requests deadline extension
- HR approves extended timeline
Postconditions
- Manager has visibility into new hire progress
- Manager tasks completed
- Can support new hire as needed
Manager Onboarding Tracking View
┌────────────────────────────────────────────────────────────┐
│ Team Onboarding Status │
├────────────────────────────────────────────────────────────┤
│ John Smith (joined Dec 1) │
│ ████████████░░░░░░░░ 60% complete │
│ 🔴 1 task overdue 🟡 2 tasks due today │
│ │
│ Your Tasks: │
│ ⏳ Team introductions - Due today │
│ ○ 30-day performance discussion - Due Dec 30 │
│ │
│ [View Full Checklist] [Send Reminder] │
├────────────────────────────────────────────────────────────┤
│ Sarah Lee (joined Nov 15) │
│ ████████████████████ 100% complete ✅ │
│ Onboarding finished Nov 29 │
└────────────────────────────────────────────────────────────┘UC-WF-04: Initiate Offboarding
Primary Actor: Tenant Admin, HR Manager
Preconditions
- Actor is authenticated
- Employee exists and is being terminated
- Offboarding template exists
Main Flow
- Actor terminates employee (UC-EMP-06)
- System automatically initiates offboarding workflow:
- Selects appropriate template
- Sets task due dates based on last day
- Assigns tasks to relevant parties
- Or actor manually initiates:
- Navigates to employee profile
- Clicks "Start Offboarding"
- Selects offboarding template
- Confirms initiation
- Workflow tasks created and assigned:
- To departing employee
- To manager
- To IT
- To HR
- All parties notified
Alternative Flows
A1: Immediate Termination
- Employee leaving same day
- All tasks marked urgent
- IT tasks prioritized (revoke access)
A2: Resignation with Notice Period
- Last day is 2+ weeks out
- Tasks scheduled appropriately
- Knowledge transfer tasks added
Postconditions
- Offboarding workflow active
- All stakeholders assigned tasks
- Equipment return tracked
- Access revocation scheduled
Example Offboarding Checklist
| Task | Assignee | Due | Category |
|---|---|---|---|
| Return company laptop | Departing Employee | Last Day | Equipment |
| Return ID badge | Departing Employee | Last Day | Equipment |
| Return parking pass | Departing Employee | Last Day | Equipment |
| Knowledge transfer session | Departing Employee | Last Day - 5 | Transition |
| Update documentation | Departing Employee | Last Day - 3 | Transition |
| Exit interview | HR | Last Day | HR |
| Final paycheck processing | HR | Last Day + 3 | HR |
| Revoke system access | IT | Last Day EOD | Security |
| Revoke email access | IT | Last Day EOD | Security |
| Disable SSO | IT | Last Day EOD | Security |
| Recover equipment | IT | Last Day + 1 | Equipment |
| Remove from directories | IT | Last Day + 1 | Security |
| Reassign direct reports | Manager | Last Day | Transition |
| Notify team | Manager | Day of announcement | Communication |
UC-WF-05: Track Equipment Return
Primary Actor: Tenant Admin, IT
Preconditions
- Actor is authenticated
- Employee is offboarding
- Equipment is assigned to employee (via custom fields)
Main Flow
- Actor navigates to offboarding workflow
- Views equipment-related tasks:
- List of equipment assigned to employee
- Status of each item (Assigned, Returned, Missing)
- For each equipment item:
- Verifies physical return
- Inspects condition
- Updates status in system
- Notes any damage or issues
- Updates custom fields on employee profile:
- "Company Laptop" → Cleared
- "Mobile Phone" → Cleared
- "Parking Pass" → Cleared
- Marks equipment return tasks complete
- Generates equipment return report if needed
Alternative Flows
A1: Equipment Not Returned
- Employee doesn't return equipment by due date
- System escalates to HR
- HR follows up with employee
- May result in payroll deduction per policy
A2: Damaged Equipment
- Equipment returned but damaged
- IT notes damage and condition
- Assessment logged
- May trigger replacement process
A3: Remote Employee Equipment
- Employee is remote
- Shipping labels generated
- Return tracking provided
- Deadline extended for shipping time
Postconditions
- Equipment return status tracked
- Employee record updated
- Inventory system synced
- Audit trail for compliance
Equipment Return Tracking View
┌────────────────────────────────────────────────────────────┐
│ Equipment Return - John Smith (Last Day: Dec 15) │
├────────────────────────────────────────────────────────────┤
│ Equipment Assigned │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ MacBook Pro 14" (SN: ABC123) │ │
│ │ Assigned: Jan 15, 2023 │ │
│ │ Status: ⬜ Not Returned │ │
│ │ [Mark Returned] [Mark Damaged] [Mark Missing] │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ iPhone 14 Pro (SN: XYZ789) │ │
│ │ Assigned: Jan 15, 2023 │ │
│ │ Status: ✅ Returned (Dec 14, condition: Good) │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ ┌──────────────────────────────────────────────────────┐ │
│ │ Parking Pass (#234) │ │
│ │ Assigned: Jan 15, 2023 │ │
│ │ Status: ✅ Returned (Dec 14) │ │
│ └──────────────────────────────────────────────────────┘ │
│ │
│ Return Summary: 2 of 3 items returned │
│ ⚠️ 1 item pending (Laptop) │
└────────────────────────────────────────────────────────────┘Summary
| Use Case | Primary Actor | Purpose |
|---|---|---|
| UC-WF-01 | Tenant Admin | Create onboarding checklist templates |
| UC-WF-02 | New Employee | Complete onboarding tasks |
| UC-WF-03 | Manager | Track new hire onboarding progress |
| UC-WF-04 | Admin, HR | Initiate offboarding workflow |
| UC-WF-05 | Admin, IT | Track equipment return during offboarding |
Workflow Lifecycle
┌──────────────────────────────────────────────────────────────┐
│ Workflow Lifecycle │
├──────────────────────────────────────────────────────────────┤
│ │
│ TEMPLATE INSTANCE TASK │
│ ┌─────────┐ ┌─────────┐ ┌─────────┐ │
│ │ Admin │ ──────► │ Started │ ───────► │ Pending │ │
│ │ creates │ │ for │ │ │ │
│ │ template│ │ employee│ └────┬────┘ │
│ └─────────┘ └─────────┘ │ │
│ ▼ │
│ ┌─────────┐ │
│ │ In │ │
│ │ Progress│ │
│ └────┬────┘ │
│ │ │
│ ┌───────────┼───────────┐ │
│ │ │ │ │
│ ▼ ▼ ▼ │
│ ┌─────────┐ ┌─────────┐ ┌──────┐│
│ │Completed│ │ Skipped │ │Overdue││
│ └─────────┘ └─────────┘ └──────┘│
│ │
└──────────────────────────────────────────────────────────────┘Integration with Custom Fields
Workflows integrate with custom fields (UC-EMP-08) for equipment tracking:
| Custom Field | Workflow Task | Use |
|---|---|---|
| Company Laptop | Return laptop | Pre-filled with serial number |
| Mobile Phone | Return phone | Pre-filled with model |
| Parking Pass | Return pass | Pre-filled with pass number |
| Company Car | Return vehicle | Pre-filled with vehicle info |
| Key Card | Return key card | Pre-filled with card ID |
When offboarding initiates:
- System reads custom fields for equipment
- Generates return tasks with equipment details
- Links to equipment inventory
- Updates fields when items returned
AI Chat Integration
The following workflow use cases can be triggered via AI Chat. See AI Chat Specification for full implementation details.
AI Chat-Enabled Actions
| Use Case | AI Tool | Requires Confirmation |
|---|---|---|
| UC-WF-01 | workflow_create | Yes |
| UC-WF-02 | workflow_complete_task | Yes |
| UC-WF-03 | workflow_track | No (read-only) |
| UC-WF-04 | offboarding_initiate | Yes |
| UC-WF-05 | workflow_track | No (read-only) |
UC-WF-01: Create Onboarding Workflow via AI Chat
Example prompts:
- "Create an onboarding flow for Frontend Developers"
- "Set up onboarding checklist for new engineers"
- "Create Engineering onboarding template with IT setup and security training"
AI Chat Flow:
User: "Create an onboarding flow for Frontend Developers"
AI: Shows Confirmation Card
┌─────────────────────────────────────────────┐
│ Create Onboarding Workflow │
│ │
│ Name: Frontend Developer Onboarding │
│ Type: Onboarding │
│ Department: Engineering │
│ Tasks: 12 items (auto-generated) │
│ │
│ [Cancel] [Confirm] │
└─────────────────────────────────────────────┘
User: Clicks [Confirm]
AI: Shows Result Card
┌─────────────────────────────────────────────┐
│ [ok] Workflow Template Created │
│ │
│ "Frontend Developer Onboarding" │
│ 12 tasks | Engineering department │
│ │
│ [View Template] [Start for Employee] │
└─────────────────────────────────────────────┘UC-WF-03: Track Onboarding Progress via AI Chat
Example prompts:
- "How is John's onboarding going?"
- "Show onboarding progress for new hires"
- "What tasks are overdue for new employees?"
AI Chat Flow:
User: "How is John's onboarding going?"
AI: Shows Info Card
┌─────────────────────────────────────────────┐
│ Onboarding Progress: John Smith │
│ │
│ Progress: ████████░░░░ 60% (7/12 tasks) │
│ │
│ Completed: │
│ - Complete personal profile │
│ - Read Employee Handbook │
│ - IT equipment setup │
│ │
│ Pending: │
│ - Security training (due in 2 days) │
│ - Team introductions │
│ │
│ [View Full Checklist] │
└─────────────────────────────────────────────┘UC-WF-04: Initiate Offboarding via AI Chat
Example prompts:
- "Start offboarding for Sarah"
- "Initiate exit process for employee leaving Friday"
- "Begin offboarding for John Smith, last day December 15"
AI Chat Flow:
User: "Start offboarding for Sarah, last day is December 15"
AI: Shows Confirmation Card
┌─────────────────────────────────────────────┐
│ Initiate Offboarding │
│ │
│ Employee: Sarah Johnson │
│ Last Day: December 15, 2024 │
│ Template: Standard Offboarding │
│ Tasks: 14 items │
│ │
│ This will: │
│ - Create offboarding workflow │
│ - Notify IT, HR, and Manager │
│ - Schedule access revocation │
│ │
│ [Cancel] [Confirm] │
└─────────────────────────────────────────────┘
User: Clicks [Confirm]
AI: Shows Result Card
┌─────────────────────────────────────────────┐
│ [ok] Offboarding Initiated │
│ │
│ Sarah Johnson's offboarding started │
│ 14 tasks created | IT, HR, Manager notified │
│ │
│ [View Workflow] [View Equipment List] │
└─────────────────────────────────────────────┘Business Rules for AI Chat Workflow Actions
| Rule | Description |
|---|---|
| Permission Check | User must have workflow management permission |
| Template Selection | AI auto-selects appropriate template based on department/role |
| Task Generation | AI can generate tasks based on description if no template exists |
| Notification | All relevant parties automatically notified |
| Audit Trail | All AI-initiated workflows logged with AI actor |