Alchemer Workflow UKG Initiator

The UKG Initiator allows you to start a workflow on a schedule, automatically triggering workflow runs based on personnel changes that meet your specified criteria.

What it does

This initiator monitors your UKG (Ultimate Kronos Group) data for personnel changes—such as new hires, terminations, or role changes—and starts a new workflow run for each matching change, based on a defined schedule.

Use this when you want to:

• Automatically launch onboarding or exit workflows for personnel changes.
• Kick off data validation, access provisioning, or feedback collection processes.
• Ensure consistent, scalable automation around UKG events.

How it works

Once configured, the UKG Initiator checks UKG for personnel changes that match your filter criteria. On a scheduled basis (such as daily or weekly), it creates a separate workflow run for each matching change.

Example: You can use the UKG Initiator to trigger onboarding surveys every Monday for all new hires added in the previous week.

Requirements

• A connected UKG integration in your Alchemer Workflow environment.
• Proper permissions to access relevant personnel data in UKG.
• A workflow built and published in Alchemer Workflow to receive the trigger.
  
  

How to set it up

1. Access Alchemer Workflow
Go to Alchemer Workflow in your account navigation.

2. Create or open your Workflow
From the Workflows tab, create a new Workflow or select an existing one to modify.

3. Select the UKG Initiator
In your Workflow, add a new step and select Initiate from a UKG Scenario. This defines the integration trigger.

4. Select "Start workflow for each specified personnel change" and click next.

5. Configure your UKG scenario

6. Authenticate with UKG.

7. Set the schedule for how frequently you want to check for personnel changes.

8. Enter the criteria that you would like to initiate on. These fields are case sensitive.

9. Set up complete.

Best practices

• Start small. Test with a limited group or specific department before scaling.
• Use filters wisely. Narrowing down changes ensures only relevant workflows are triggered.
• Review run logs. Use Alchemer’s run history to monitor activity and refine your setup.

Troubleshooting tips

• No workflows are running? Double-check your schedule and filter settings.
• Missing data? Ensure mapped fields exist and are populated in UKG.
• Too many workflows? Consider refining your criteria to reduce noise.