UKG Flow for Teams Overview

UKG Flow enables access to the following functions in the Microsoft Teams™ collaboration tool without the need to switch applications:

• View and submit punches:
  • Simple and attestation-based punches
  • Punch history
• View the current accruals balance
• Request time off:
  • View the status of requests
  • Manager and employee notifications for time-off request approvals
• View daily and weekly schedules
• Swap recommended shifts:
  • Requester and recipient notifications for shift-swap approvals

Configure UKG Flow in UKG Pro WFM

1. Gather the following tenant details and credentials:

   • Vanity URL (basic vanity URL or SSO URL)
   • Client ID
   • Client Secret

2. Search for and download the UKG Flow app from the appropriate marketplace.

3. Log in to UKG Pro WFM with an administrator account.

4. Configure the system setting as follows:
   a. Click Main Menu > Administration > Application Setup > System Configuration > System Settings > Global Values tab.
   b. Define the Flow Service callback URL. In global.oAuth.authCode.redirection.uris, add https://useast1-gateway.ukg.net/flex/flow/callback to the list of URLs. Separate this URL by a comma from any other URLs in the list.
   c. Click Save.

5. Configure the FAP as follows:
   a. Click Main Menu > Administration > Application Setup > Access Profiles > Function Access Profiles.
   b. Select the profile. Click Edit.
   c. (Optional) Enter a Description.
   d. From Function, select APIs and do the following:

   • To support attested punches, in Initiate Business Processes API, select Allowed in Access Scope.
   • Select Rest API. In Current User Information API, select Allowed in Access Scope.
     e. Click Save & Return.
     f. Repeat for other people's FAPs.

Configure notifications for UKG Flow

UKG Flow supports notifications for the following request subtypes:

• Time off requests:
  • Notification to the manager when an employee submits a time off request
  • Notification to the employee when the manager approves or rejects a time off request
• Shift swap requests:
  • Notification to the recipient when a requestor submits a shift swap request
  • Notification to the requestor when a recipient approves or rejects a shift swap request

These notifications go to the Home page and to the UKG Flow chat window.

Note: To receive the notifications, the recipients must have the UKG Flow application installed and registered.

Configure notifications for the request subtypes

1. Log in to UKG Pro WFM with an administrator account.
2. Click Main Menu > Administration > Application Setup > Employee Self Service > Request Subtypes.
3. Select the time off or shift swap request subtype.
4. Select the following:

• For time off requests:
  • For Employee Pending Notification, select Request Status Change—Employee.
  • For Manager Notification, select Submission Notification—Manager.
• For shift swap requests:
  • For Employee (Requester) Notification, select Shift Swap Request for Requester.
  • For Employee (Recipient) Notification, select Shift Swap Request for Recipient.
• Note: Manager notification is not needed for auto-approved shift swap requests.

5. Click Save.
6. Repeat for another request subtype.

Connect the workflow notifications to Flex Flow services

1. Click Main Menu > Administration > Application Setup > Event/Notification > Workflow Notifications.
2. Select a workflow notification for the request subtype. Click Edit.
   • Workflow names are not standardized and can be named as needed. Example workflow names for the request subtypes include the following:
     • Request Status Change Employee
     • Submission Notification Manager
     • Shift Swap Request for Requester
     • Shift Swap Request for Recipient
3. Select Trigger Business Process.
4. In Template, select the most recent version of the Flex Flow Service Notification template.
5. In Business Process will run as, select System User so that the notification is sent from the system account.
6. Click Save.
7. Repeat for another workflow notification.

Integrate UKG Flow with Microsoft Teams

1. Log in to the Microsoft Teams client.
2. Click Apps.
3. Search for and select the UKG Flow app and click Add.
4. In the Chat sidebar, click the UKG Flow app. If you don't find it, enter UKG Flow in the search bar.
5. At the Register Tenant prompt of the Teams UKG Flow chat window, click Register Tenant.
   • Note: If you need to re-register the tenant such as with a new URL — for example to change the vanity URL to move from UAT to Production — enter update registration and complete the registration process with the updated details.
6. In UKG Flow Tenant Registration, enter the following credentials for the tenant:
   • Vanity URL
   • Client ID
   • Client Secret
   • Note: To confirm that the entries are correct, you can click Show Credentials.
7. Click Register Tenant.
8. To finish the configuration, the login page opens. This step does not log you in but it maps the tenant to the Teams workspace. Do the following:
   a. Enter your Username and Password.
   b. Click Log In.
   c. Close the browser.

Test the UKG Flow integration with Microsoft Teams

Note: The Microsoft Teams administrator for your organization manages permissions for availability of the UKG Flow app to individuals or groups.

1. Log in to Microsoft Teams with an employee user account.
2. Click the message input field of the Chat to verify that the following commands are available:
   • Punch — Submit punches for today, including for attestation.
   • View Punches — View a history of your punches over the past 5 days.
   • Time Off — Request time off.
   • Time Off Status — View the status of requests that were submitted during the selected date range.
   • My Schedule — View your weekly schedule; you can show schedules up to 4 weeks in the future.
   • Help — View definitions of the available commands.
3. Before you select a command, enter Login. Otherwise, you are prompted to log in each time that you select a command:
   a. You must click Login.
   • Note: The log-in is valid for 7 days. During this time, you do not need to log in each time you access the commands.
     b. When you see the message that you successfully logged in, return to Teams.
4. Click or enter the command for each of the following:
   • Punch — Check that the Punch and View Punches buttons are shown, and that you can clock in or clock out. The available options vary depending on the attestation profile.
   • Request Time Off — Check that the Time Off Status and Time Off buttons are shown, and that you can submit a request.
   • My Schedule — Check that your schedule is shown.
   • Help — Check that definitions of the commands are shown.