As a stakeholder on Workelo, you may be involved in the journey of one or more employees.
Whether you are an HR, Manager, Buddy, Administrative Manager or Contributor, actions are assigned to you to help ensure the success of these journeys.
From the "My actions" tab, find all your tasks to complete and track their progress with ease:
- ✅ Complete your actions : kit, task, communication, event, document, form
- 📊 Track your progress and identify overdue actions
- ➕ Add one-off actions if needed
- 🔄 Reassign your actions in case of absence or unavailability
- 📜 View the history of your completed actions
This article guides you in efficiently managing your actions and contributing to the success of the journeys you are responsible for.
⚠️ Prerequisite: Access to this tab requires an active stakeholder space.
Table of Contents
🔢 Sort order of my actions
🔗 Action types and their specifics
✚ Add an action
⏱️ Overdue actions
✅ Review my completed actions
♻️ Reassign actions
🔢 Sort order of my actions
They are ordered by journey start date (arrival, start of internal move, or departure) from the furthest in the future to the oldest journey.
👉 The fundamental difference between the employee space and the stakeholder space explains this logic: on the stakeholder side, all actions are immediately accessible as soon as the journey is launched (except forms to validate and documents to sign), unlike the employee space where they are progressively unlocked.
🔗 Action types and their specifics
An action can be of different types :
- Kit to prepare: once completed, you can check it off
- Task to complete: once completed, you can check it off
- Event to schedule: click on the action to check/choose the date, time, location, objectives, modify or add participants if needed, then click "schedule". It is also possible to delete this action if it has already been completed through another means.
- Communication to send: click on the action to check/edit the recipients, subject, email body and attachment. To send the communication, click "send", it is also possible to delete this action if it has already been completed through another means.
- Document to upload (or a document template): click on the action, a page opens to choose the document; once the file is confirmed, the action disappears.
- Form to validate: this action is only available once the form has been completed by the employee.
- Document to sign : Clicking the action opens a signature window, allowing you to electronically sign the document.
📱Mobile note: Documents that need to be signed are not accessible from the mobile app for the stakeholders. To sign a document, please log in using a browser on a computer or tablet.
➕ Add an action
At the bottom left of your task list, there is an "add an action" button if you feel it is relevant to include a new action on a journey. You can choose between a task and an event. This will not affect the applied template.
⏱️ Overdue actions
An action whose deadline has passed is accompanied by a small red "overdue" label.
💡 Actions are identified as "overdue" from D+1 of the date entered in the template/journey. So if a task is scheduled for 01/23, it will be "overdue" from 01/24.
Stakeholders are reminded every Tuesday about all their overdue actions, as long as the due date of the last overdue action is less than 27 days ago (4 weeks).
✅ Review my completed actions
If you wish to view your completed actions, uncheck "History" at the top right.
For kits and tasks, it is possible to undo by clicking "Cancel", which will return the action to the list of actions to complete.
It is not possible to undo:
- Uploaded documents: you can view the uploaded file by clicking on the action, but it cannot be modified.
- Sent communications
- Scheduled events
- Signed documents
📄 Specific case of forms
To undo a form validated on the stakeholder side, go to the "Journeys" page > click on the journey > "Administrative" section > click on the form > "Edit".
💡 The employee cannot under any circumstances undo a submitted form, unless it is "to be validated" and has been rejected by HR.
♻️ Reassign my actions
Going on leave? Unable to complete the requested action? Easily reassign actions to the person of your choice!
👀 See dedicated documentation !
💡 In case of a stakeholder's departure or extended absence, it is not possible to replace them in bulk across their journeys (for example: replacing stakeholder X with Y in all journeys where X is involved).
The stakeholder must be replaced journey by journey:
1. Go to the "Journeys" page
2. Open the desired journey
3. Click "Edit"
4. Go to the "Stakeholder" section
5. Replace the desired stakeholder
6. Make sure NOT to check the option to keep actions assigned to the previous stakeholder
7. Revalidate all steps using the "Next" button
8. Check in the "Details" section that the actions redistributed to the new stakeholder are correct
9. Finalize
10. The new stakeholder will be notified of their involvement
11. Repeat for each journey