A Glossary of Key Workflow Automation Concepts for HR Leaders
Workflow automation is transforming HR, empowering leaders to streamline operations, enhance employee experiences, and make data-driven decisions. As technology rapidly evolves, a clear understanding of key terms is crucial for leveraging these innovations effectively. This glossary provides concise, HR-focused definitions of essential workflow automation concepts, designed to equip HR and recruiting professionals with the knowledge needed to navigate and implement advanced automation strategies. From fundamental building blocks to advanced integration techniques, delve into the terminology that is shaping the future of human resources.
Workflow Automation
Workflow automation refers to the design, execution, and automation of business processes based on a set of rules and logic. In HR, this involves leveraging software to manage and execute repetitive, rule-based tasks without human intervention, such as onboarding new hires, processing leave requests, or scheduling interviews. By automating these workflows, HR departments can reduce manual errors, significantly cut down processing times, ensure compliance, and free up valuable HR staff to focus on strategic initiatives like talent development and employee engagement. It’s about creating a seamless, efficient flow of tasks from start to finish, driving productivity across the entire employee lifecycle.
Robotic Process Automation (RPA)
Robotic Process Automation (RPA) uses software robots (“bots”) to mimic human interactions with digital systems and software to perform high-volume, repetitive tasks. Unlike broader workflow automation which can orchestrate complex processes, RPA typically focuses on automating specific, routine tasks by interacting with existing applications’ user interfaces. For HR, RPA can be used to automate data entry into an HRIS, extract information from resumes for an ATS, reconcile payroll discrepancies, or generate routine reports. While powerful for specific tasks, RPA often works best when integrated into a larger workflow automation strategy, handling the “hands-on” data manipulation within broader automated sequences.
API (Application Programming Interface)
An API, or Application Programming Interface, is a set of rules and protocols that allows different software applications to communicate and exchange data with each other. Think of it as a waiter in a restaurant, taking your order (request) to the kitchen (system) and bringing back your food (data). In HR automation, APIs are crucial for integrating various systems like an Applicant Tracking System (ATS) with an HRIS, a payroll system, or a background check service. This seamless data exchange eliminates manual data transfer, reduces errors, and ensures that information is consistent and up-to-date across all platforms, powering robust and interconnected HR tech stacks.
Integration
Integration in the context of HR workflow automation refers to the process of connecting disparate HR software applications and systems to enable them to work together cohesively. Instead of having separate systems for recruitment, onboarding, payroll, and performance management, integration allows these platforms to share data and trigger actions across one another. For example, when a candidate accepts an offer in an ATS, an integration can automatically create a new employee record in the HRIS, trigger an onboarding workflow, and initiate payroll setup. Effective integration eliminates data silos, reduces duplicate data entry, improves data accuracy, and provides a holistic view of the employee lifecycle, enhancing overall operational efficiency.
Low-Code/No-Code Platforms
Low-code/no-code platforms are development environments that allow users to create applications and automate workflows with minimal or no traditional programming knowledge. Low-code platforms use visual interfaces with pre-built components and drag-and-drop functionality, still allowing for some custom coding. No-code platforms take this further, enabling non-technical users to build functional applications purely through visual configuration. For HR leaders, these platforms (like Make.com) democratize automation, empowering them to quickly design and implement solutions for tasks like automated candidate screening, personalized employee communications, or data synchronization between HR systems, without relying heavily on IT resources. This agility speeds up digital transformation within HR departments.
System of Record (SoR)
A System of Record (SoR) is the authoritative data source for a given piece of information within an organization. It’s the single, validated, and complete repository of specific data, designed to maintain data integrity and consistency. For HR, the HRIS (Human Resources Information System) is often the System of Record for employee demographic data, compensation, and employment history. An ATS acts as the SoR for candidate applications and recruiting stages. Establishing a clear SoR for each data type is critical in automation to ensure that all integrated systems refer to the same accurate information, preventing discrepancies and ensuring data reliability across all HR processes.
Applicant Tracking System (ATS)
An Applicant Tracking System (ATS) is a software application designed to manage the recruitment and hiring process. It centralizes and streamlines candidate data, from application submission through to hiring. An ATS allows HR and recruiting teams to post job openings, screen resumes, track candidate progress through various stages, schedule interviews, send communications, and store candidate information. Integrating an ATS with other HR tools, like HRIS or background check services, can automate actions such as generating offer letters or initiating onboarding workflows once a candidate is hired, significantly speeding up the recruitment cycle and improving the candidate experience.
Human Resources Information System (HRIS)
A Human Resources Information System (HRIS) is a comprehensive software solution that combines a number of HR functions, including payroll, benefits administration, time and attendance, talent management, and employee data management, into a single platform. It serves as a central repository for all employee information. For HR leaders, an HRIS is foundational for maintaining accurate employee records, ensuring compliance, and generating critical HR analytics. Integrating an HRIS with other systems, such as an ATS or performance management tools, can automate the transfer of employee data post-hire, streamline updates to personal information, and simplify reporting, providing a unified view of the workforce.
Candidate Relationship Management (CRM)
A Candidate Relationship Management (CRM) system is a tool used by recruiting teams to manage and nurture relationships with potential candidates, often before they even apply for a job. Unlike an ATS, which is reactive to applications, a recruiting CRM is proactive, helping organizations build talent pipelines, engage with passive candidates, and maintain relationships for future openings. It tracks interactions, communications, and candidate profiles. When integrated with an ATS, a CRM can automatically transfer qualified leads into active applicant pools. This strategic approach enhances employer branding, reduces time-to-hire for critical roles, and ensures a steady supply of high-quality talent by automating outreach and engagement workflows.
Onboarding Automation
Onboarding automation refers to the use of technology and workflows to streamline and manage the entire new hire onboarding process. This includes everything from sending welcome emails and collecting necessary paperwork (W-4s, I-9s) to setting up IT accounts, assigning training modules, and scheduling first-day activities. By automating these steps, HR teams can ensure a consistent, efficient, and engaging experience for new employees. It minimizes manual data entry, reduces the likelihood of missed steps, accelerates time-to-productivity for new hires, and allows HR to focus on personalizing the human aspects of onboarding, leading to higher retention rates and better employee satisfaction.
Offboarding Automation
Offboarding automation involves using automated workflows to manage the process of an employee leaving the company. This includes critical tasks such as processing final paychecks, managing benefits cessation, revoking system access, collecting company assets, and conducting exit interviews. Automating offboarding ensures that all necessary steps are completed accurately and compliantly, reducing potential security risks and legal liabilities. It streamlines communication with the departing employee, ensures a smooth handover of responsibilities, and provides a structured process for capturing feedback, allowing HR to maintain data integrity and protect organizational assets efficiently, even during employee transitions.
Data Silos
Data silos occur when different departments or systems within an organization store and manage data independently, preventing seamless sharing and communication across the enterprise. In HR, this might mean candidate data in the ATS doesn’t automatically transfer to the HRIS, or employee performance reviews are stored separately from compensation data. Data silos lead to inefficiencies, duplicate data entry, inconsistent information, and a lack of a unified view of employees. Workflow automation directly addresses data silos by creating integrations and automated processes that connect these disparate systems, ensuring data flows freely and accurately across the organization, providing HR leaders with a single source of truth for critical insights.
Process Mapping
Process mapping is a visual technique used to define and illustrate the steps involved in a business process. It typically involves creating flowcharts or diagrams that show the sequence of activities, decision points, roles responsible, and inputs/outputs for a given workflow. In HR automation, process mapping is a crucial first step. Before automating, HR leaders use process mapping to understand current “as-is” processes (e.g., candidate screening or benefits enrollment), identify bottlenecks, redundancies, and inefficiencies. This clarity allows for the redesign of a more optimized “to-be” process, which can then be effectively automated, ensuring that automation efforts are targeted, efficient, and yield maximum impact.
Trigger & Action
In workflow automation, a “trigger” is an event that initiates an automated workflow, while an “action” is the task or tasks performed in response to that trigger. For example, in an HR automation scenario, a trigger could be a candidate’s status changing to “Hired” in the ATS. The subsequent actions might include automatically sending a welcome email, creating an employee record in the HRIS, initiating a background check, or generating an offer letter in a document management system. Understanding triggers and actions is fundamental to designing any automated process, as they define the cause-and-effect relationships that drive efficiency and connectivity across HR systems.
Conditional Logic
Conditional logic in workflow automation refers to the use of “if/then” statements or rules that dictate different paths or actions within a workflow based on specific criteria or conditions. This allows for dynamic and intelligent automation, where the workflow adapts to varying circumstances rather than following a rigid path. For HR, conditional logic is invaluable. For instance, “IF the new hire is a manager, THEN assign them additional leadership training modules,” or “IF the leave request is for more than 5 days, THEN require manager approval.” This enables HR processes to handle diverse scenarios automatically, providing personalized experiences and ensuring compliance with varying policies without manual intervention.
If you would like to read more, we recommend this article: Make.com: Strategic HR & Recruiting Automation at 1/8th Zapier’s Cost (Plus 10,000 Free Credits)
