Learn how to configure and manage company workflow settings in MDP, including FPS submissions, payslip and P45 delivery, pension letters, employee portal access, and automated payroll approval and closure.
A workflow defines when specific payroll actions should happen in relation to the employee's payday, bank date, or payroll approval. Before adding workflow settings, make sure the company's Pay Cycle has been configured.
Workflow settings are linked to a company's pay cycle, so at least one pay cycle must be available before a workflow can be created. For more information, see the Adding Pay Cycles section.
You can create multiple workflows within a company. This can be useful when different pay cycles require different scheduling or automation settings.
Example: A company may have a monthly pay cycle that requires payslips to be emailed on payday, while a weekly pay cycle may use a different schedule.
Quick Navigation
Adding Workflow Settings
You can add your company’s workflows when creating a new company or update them later when managing an existing company. To add a workflow, you need to click on + Create. This will open up the screen below.
Field | Description | Notes |
Workflow Name | Name of the workflow. |
|
Pay cycle | Select from the created company pay cycles. |
|
FPS Submission Scheduler | Determines when FPS will be submitted. | Options are
See here to know more about what each option means. |
Payslip Email Scheduler | Determines when payslip emails will be sent to employees. | Options are
See here to know more about what each option means. |
P45 Email Scheduler | Determines when P45 emails will be sent to employees. | Options are
See here to know more about what each option means. |
Add Payslips to Portal | Determines when payslips will be uploaded to the employee portal. | Options are
See here to know more about what each option means. |
Upload P45s Portal | Determines when P45s will be uploaded to the employee portal. | Options are
See here to know more about what each option means. |
Send Pension Letters | Determines when pension letters will be sent. | Options are
See here to know more about what each option means. |
Send Bank File to Portal | Determines when the bank file will be uploaded to the company portal | Options are
See here to know more about what each option means. |
Auto-Enable Portal Access for New Employees | Automatically enables portal access when a new employee is manually created or imported and assigned to the relevant pay cycle. |
|
Automatically notify employees when payslips are available on portal | Enable this if you want to notify the workers when the payslips are uploaded to the portal. |
|
Automated payroll approval (days) | Enter the number of days before the payday to approve the payroll. |
|
Close payroll automatically (days) | Enter the number of days after the payday to close the payroll. |
|
Understanding the Scheduler Options
The available scheduling options determine when the selected payroll action is performed. The options are described below:
Do not Send: The action will not be performed automatically. You must trigger it manually when required.
When the Payroll is Approved: The action will be triggered automatically once the payroll has been approved.
Pay Date: The action is scheduled based on the pay date. Enter 0 to perform the action on the pay date. Enter a positive number to schedule the action that number of days before the pay date.
Bank Date: The action is scheduled based on the bank date. Enter 0 to perform the action on the bank date. Enter a positive number to schedule the action that number of days before the bank date.
Note: The available scheduling options may vary depending on the selected workflow setting.
Report Approval to Company User
You can configure payroll reports to be emailed to company users for review and approval.
Email Reports To: Enter the email addresses of the recipients who should receive the payroll reports. You can add up to five email addresses.
Password for Reports: Optionally, set a password to protect the reports. Select the eye icon to view the password.
From Email: Specify the email address that should appear as the sender of the reports. If no sender address is configured, MDP uses the default address,
noreply@mydigitalaccounts.com. For instructions on configuring a sender email address, see Organisation – Domain Verification/Email Sender Setup.
To add a recipient, enter the email address and click + Add. To remove a recipient, click X next to the relevant email address.
You can select the Sender Email Address from the list of email addresses configured for your organisation. Click Save to save the settings.
Note: You can select only one sender email address for each workflow.
After configuring the section, you can choose one of the following options:
Next – Takes you to the next section of the company setup process. You can click this without completing the current section.
Exit Setup – Exits the process and takes you back to the company list page.
Tip: Use the section indicators at the top to move between sections. For example, click Journals to go directly to the Journals section.
Note: Once configured, the workflow will automatically run for both main and supplementary payroll runs.
If you manually override the overflow settings and click Approve in the payroll screen, the system will display a confirmation pop-up. Click Proceed in the pop-up to confirm the action and override the existing overflow settings.
Automated Payroll Approval & Closure Process
MDP can automatically attempt to approve payrolls before the pay date and close them after the pay date, based on the workflow settings you configure.
This feature can be particularly useful for payrolls where employees have recurring pay items that do not change from one pay period to the next, such as regular "no-change" payrolls. Once configured, MDP can automatically approve the payroll before the pay date and close it after the pay date, reducing the need for manual processing.
Automated payroll approval (days)
Enter the number of days before the pay date when MDP should attempt to approve the payroll. Negative values are not supported.
For example, entering 3 means MDP will attempt to approve the payroll three days before the pay date.
If the payroll is unlocked, MDP will lock it before approving it.
If the payroll is already locked, MDP will attempt to approve it directly.
Automatic approval will only take place if the payroll is still at the applicable workflow stage when the scheduled action runs.
Note: If you configure the workflow after the scheduled approval date has already passed, automatic approval will not be triggered for that payroll.
Close payroll automatically (days)
Enter the number of days after the pay date when MDP should attempt to close the payroll. A value of zero or a negative value is not supported.
For example, entering 2 means MDP will attempt to close the payroll two days after the pay date.
Note: Before enabling automatic payroll closure, ensure that you have sufficient time to review the payroll and make any necessary corrections after payday. Once a payroll is automatically closed, this may affect your ability to make changes.
Example
Suppose the payroll has a pay date of Friday and the following settings are configured:
Automated payroll approval (days): 3
Close payroll automatically (days): 2
MDP will:
Attempt to approve the payroll three days before the pay date.
Reach the scheduled pay date on Friday.
Attempt to close the payroll two days after the pay date.
These actions are subject to the applicable workflow conditions being met at the scheduled time.
Workflow Failure Notifications
If MDP cannot complete an automated approval, payroll closure or another workflow action, you will receive a notification.
To review the notification, click the bell icon in the top-right corner of MDP. Check the notification details to understand why the action failed, then take any necessary steps to resolve the issue.
If the notification does not provide enough information to resolve the issue, contact support for assistance.
Updating Workflow Settings
To update or create your workflow settings after the initial setup, follow these steps:
Navigate to the Dashboard by clicking the logo. The Company List will then be displayed.
Locate the company you want to update and click the Edit icon
.
On the company details page, locate the Workflow section.
In the Workflow section, you will have two options based on the initial setup
Add: If no workflows were configured during the initial setup, you will see the + Add option. Follow the steps outlined in the Adding Workflow Settings section.
More: If workflow settings were previously added, the More option will be available.
Click More to view the existing workflows. Locate the workflow settings you want to update.
Click the Edit icon next to the workflow you wish to modify.
Click Save to apply changes. To discard any changes you have made and reload the previously saved data, select Reset.
Click Cancel to go back to the list.
Scroll down the edit screen to view the list of available workflow settings. Click Edit next to the workflow you want to update. The existing workflow settings will be loaded into the relevant fields, allowing you to review and make the necessary changes without navigating back to the previous screen.
To create an additional workflow setting, click + Create.
To delete the workflow, please click the Delete icon and click Proceed on the confirmation pop-up.
Click the Close icon
at the top right of the slider to discard changes.
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