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Guide
Work through workflow tasks
Find the onboarding, offboarding and access runs waiting on you, take ownership of a step, complete it, and see what finished.
Before you start
- Your role lets you work workflow runs or approve them. In the built-in set, members of the “IT”, “Human Resources” and “HR Managers” groups can work runs, and members of the “Manager” and “HR Managers” groups can approve them. Without it, ExecutionWorkflow Tasks is not in your menu.
- You belong to the group that owns the queue you work (for example IT, or Human Resources for the HR queue). You only see, and can only act on, runs in your own queues. Administrators see and can act on every queue.
Find what is waiting on you
Step 1: Open Workflow Tasks
Go to ExecutionWorkflow Tasks. Four tiles sit at the top: “Waiting on you”, “Waiting on others”, “Overdue” and “Needs attention”. Click a tile to filter the list to it; click it again to clear the filter.
Step 2: Pick the right view
Below the tiles are the views: “Active” (runs in progress), “Scheduled” (runs that have not started yet), “History” (finished runs) and, when something has stopped, “Needs attention”. If you can approve workflow designs, you also see “Approvals”.
Use “Search name, email or pipeline” to find a person. If you see more than one queue, the “All queues”, “HR”, “IT” and “Manager” chips narrow the list to one queue.
Step 3: Open a run
Click a run in the list. The right side shows who it is for, the pipeline, every step with who signed it off, and one card for the next step: “Your next step” if it is yours, or “Waiting on …” with the team or person who has it.
Take and complete a step
Step 4: Claim it
On a shared HR or IT step, click “Assign to me” so your team knows you are handling it. If a colleague already has it, the button reads “Take over”. Claiming does not lock the step. It records who is on it.
Manager approvals cannot be claimed. They go to one named manager.
Step 5: Open the step
Click “Open & complete step”. The step editor opens with the run’s steps on the left and the current step’s form on the right. Other steps open read-only.
You can click “Save draft” at any point and come back later.
Step 6: Complete an IT checklist
An IT task lists each app or item to handle. Do the work, tick every item, and click “Complete step”. The button stays greyed out until every item is ticked, and Zonitix refuses a checklist with unticked items even if it is submitted another way.
For hardware, fill in the device details the step asks for and tick the confirmations before completing.
Step 7: Approve or reject
A manager approval shows the person’s details and an approval statement. Tick the statement, then click “Approve & continue”. Until it is ticked, the button explains “Tick the approval statement first.”
To refuse, click “Reject”, type a “Reason for rejection”, and click “Reject & stop run”. The run stops at that step and the reason is kept on it.
Step 8: Fix a step you already completed
A completed HR, IT or manager step shows “Recall & edit” while the run is still open. It pulls the run back to that step so you can correct it. Zonitix refuses to recall past an account step that has already run, and asks you to correct it in place instead.
Automatic steps
Step 9: Know how your pipeline is set
Account steps (create or remove an account in a connected system) are run by Zonitix, not filled in by a person. Whether they run on their own depends on the pipeline’s automation setting in Workflow Builder. Every new instance ships “Master Onboarding” as “Accounts automatic” and “Master Offboarding” as “Runs manually”.
Step 10: Run a step that is waiting
On a “Runs manually” pipeline, an account step shows “WAITING TO RUN”, with a warning that nothing is created, or that access is still live, until someone runs it. Only an administrator can run it: open the step and click “Run this step now”, or “Revoke access now” on an offboarding run.
On an automatic pipeline the same step shows “AUTOMATIC EXECUTION PENDING” and runs on its own. An administrator can still click “Force manual execution (admin)”. Once it has run, it shows “SUCCESSFULLY EXECUTED”.
On a manual pipeline, the next-step card at the top of the run can say “Running automatically” for a waiting account step. Check the step’s own status. “WAITING TO RUN” means nothing has happened yet.
Start or cancel runs in bulk
Step 11: Start many runs from a CSV
To start a run for one person, click “Start a run” at the top of the page (see Onboard your first hire). To start many at once, click “Bulk import”. Both buttons need the right to work workflow runs.
In the dialog, click “Download CSV Template” and fill in one row per person. The columns are “First Name”, “Last Name”, “sAMAccountName” (the account name), “Personal Email”, “Work Email (Target)”, “Department”, “Role”, “Manager Email”, “Start Date (YYYY-MM-DD)”, “Extension Attribute 1” and “Extension Attribute 2”. First name, last name and personal email are required.
Choose the pipeline under “Pipeline” (every row uses the same one), then click “Upload Filled CSV”. Rows that could not be imported are listed with the row number and the reason.
Keep the column headings exactly as they are in the template. A file that is missing a required column, repeats a column, or has a column that is not in the template is refused as a whole and nothing is started. If a value contains a comma, wrap it in double quotes.
Step 12: Cancel runs
Tick the runs in the list (or the box at the top to select every run in the view), click “Cancel runs” and confirm. The runs stop where they are and move to “History”. Nothing is deleted and no access already granted is revoked. For a leaver whose access is still live, run offboarding instead.
Check finished work
Step 13: Use History
When a run’s last step is done, it moves to “History”. Open it and click “View full audit” to see every step, what was captured, and who signed it off. Use “Newer” and “Older” to page through past runs.
What you should see
After you complete your step, the run leaves your “Waiting on you” list and its next step names the next team or person.
Finished runs appear under “History”, with each step showing “Signed off”, the person and the date.
If something goes wrong
- Complete step stays greyed out on an IT task.
- Tick every item in the checklist. If the server still refuses, the message "This step cannot be completed yet — fill in …" names exactly what is missing.
- "You are not assigned to this task queue" or "This step is assigned to the … queue."
- You are not in the group that owns this step. Ask an administrator to add you to that group, or hand the step to a colleague who is in it.
- "You initiated this hire, so you cannot also approve it."
- The person who started a run or filled in its intake cannot also approve it. A different approver must sign off, or an administrator. The rule is set under Security Settings, Workflow Approvals.
- The run shows "This run has stopped and needs attention".
- An automatic step failed three times and was abandoned. The reason is shown under the message. Fix the cause (often a connection that needs new credentials), then open Workflow Builder, go to the Runs tab, and click Retry step on that run.
- "Invalid CSV format. These columns are not in the template: …"
- The bulk import file has a column the template does not have. Remove it or rename it to match the template heading, then upload again. The same goes for "Missing required columns" and "These columns appear more than once".
- An offboarding run still says "Access may still be live".
- At least one revoke step has not run. On a Runs manually pipeline, an administrator must open each waiting step and click Revoke access now.
Still stuck? See When something goes wrong, or Contact Zonitix support.