Hey you great people, 🌱
Which processes can be modeled as true workflows (with status logic)? How can reminders be designed as part of a status-based process rather than as isolated messages?
The current use of workflows in Personio is – at least for us – primarily limited to reminder logic and manual follow-ups for individual processes. This creates several structural challenges in terms of transparency, automation, and scalability.
In recurring processes - e.g., probation period reviews or document uploads such as enrollment certificates –, automated reminders (for probation period endings even three!) are sent to responsible stakeholders. However, tracking completion still requires manual effort (collecting all submitted tickets for passing their probation period via Jira ticketing system) or reporting. For example, in probation reminders we currently need to include a link to our ticketing system so that stakeholders know where to confirm the outcome as it is currently not possible for us to have the direct action item in Personio for them to trigger.
Reminders are being sent, but responses are not systematically tracked within a workflow, and there is no central visibility of outcomes.
Ideally, information should not be spread across Personio, ticketing systems, and email. Instead, reminders should directly enable action within Personio itself—moving toward true end-to-end automation (trigger → action → completion) within a single system.
What are we doing wrong? Can someone share best practises?
Thank you!
Best,
Sabrina