Business Flow
This document illustrates the business flows for the Digital Employee Payroll Officer system, covering three main workflows: Follow-up Missing Attendance, Monthly Attendance Recap and Override with Unpaid Leave, and Reminder for HR about Unapproved Salary Decree.
Follow-up Missing Attendance
This flow illustrates the end-to-end interaction between the User, Claudia (Digital Employee), and Employees during the pre-payroll validation process for missing attendance.
The process begins when the user requests Claudia to list employees with incomplete attendance records. Claudia identifies the relevant payroll period, retrieves attendance data from CATAPA via API, detects missing entries, and returns a formatted summary to the user.
Upon receiving the summary, the user instructs Claudia to send reminders. Claudia then determines the recipients, prepares the appropriate WhatsApp templates, and sends the reminders directly to each employee, prompting them to correct their attendance records.
Once all messages are sent, Claudia confirms back to the user that the reminders have been successfully delivered, closing the automation loop.
Flow Description
1. User Request
User requests Claudia to list employees with missing attendance for the current month
2. Period Identification
Claudia identifies the relevant payroll period and reference date
3. Data Retrieval
Claudia retrieves attendance records from CATAPA via API
4. Missing Detection
Claudia checks if there are any missing attendance records
5. Summary Compilation
If missing attendance is detected, Claudia compiles a list and formats a WhatsApp summary
6. Summary Delivery
Claudia sends the summary to the user
7. User Decision
User decides whether to send reminders to employees
8. Reminder Preparation
If user confirms, Claudia retrieves reminder instructions and recipient list
9. Template Preparation
Claudia prepares message templates and determines delivery channels
10. Reminder Delivery
Claudia sends WhatsApp reminders to each employee
11. Confirmation
Claudia notifies the user that reminders have been successfully sent
Monthly Attendance Recap and Override with Unpaid Leave
This flow describes how Claudia supports HR in resolving attendance and approval issues automatically during the pre-payroll validation phase.
In the first user action, the user asks Claudia to provide a monthly attendance recap. Claudia fetches presence, absence, and attendance data via CATAPA API, identifies unapproved or missing entries, and sends the summarized results through Claudia Chat.
In the second user action, the user instructs Claudia to process and clean up these issues — rejecting pending approvals and converting missing attendance into unpaid leave. Claudia confirms the intended actions (via Human-in-the-Loop confirmation), executes updates in CATAPA, and delivers a final Monthly Pre-Payroll Compliance Report, ensuring payroll can proceed smoothly.
Flow Description
1. User Request
User requests a list of employees with missing attendance and pending approvals
2. Period Identification
Claudia identifies the payroll period and reference date
3. Data Retrieval
Claudia retrieves pre-payroll validation data (Presence Correction, Absence, Attendance Detail) from CATAPA API
4. Issue Detection
Claudia checks if there are missing or unapproved data records
5. Recap Compilation
If issues are detected, Claudia compiles a Monthly Attendance Recap highlighting the issues
6. Recap Delivery
Claudia sends the summary report to the user via Claudia Chat
7. User Decision
User decides whether to process all pending approvals and missing attendances
8. Period Re-identification
If user confirms, Claudia re-identifies the period range (Today − 7 days to Today)
9. Data Analysis
Claudia retrieves and analyzes unapproved data records
10. Action Determination
Claudia determines update actions: reject pending approvals and convert missing attendance to Unpaid Leave
11. Human-in-the-Loop
Claudia requests user confirmation before executing updates
12. Execution
After confirmation, Claudia executes data updates in CATAPA
13. Report Generation
Claudia generates and sends the Monthly Pre-Payroll Compliance Report to the user
Reminder for HR about Unapproved Salary Decree
This flow shows how Claudia automates the follow-up process for unapproved salary decree changes to ensure payroll readiness.
When the user sends a message requesting reminders for pending approvals, Claudia determines the relevant payroll period, fetches unapproved salary change data from CATAPA via API, and identifies the responsible approvers. Using a predefined Pending Approval Reminder Template, Claudia generates personalized emails and sends them to the HR approvers' addresses.
Finally, Claudia confirms back to the user that the reminders have been successfully sent, ensuring full transparency and traceability in the pre-payroll validation workflow.
Flow Description
1. User Request
User requests Claudia to send reminders to approvers for unapproved salary decree changes
2. Period Identification
Claudia identifies the payroll period and reference date
3. Scope Identification
Claudia retrieves the pre-payroll validation scope (Salary Changes)
4. Data Retrieval
Claudia fetches unapproved salary decree changes from CATAPA API
5. Approver Identification
Claudia identifies the approvers responsible for pending approvals
6. Template Preparation
Claudia prepares the reminder message template (Pending Approval Reminder Template)
7. Channel & Recipient Determination
Claudia determines the delivery channel and recipient email addresses
8. Reminder Delivery
Claudia sends reminder emails to HR approvers
9. Confirmation
Claudia confirms to the user that reminders have been successfully sent
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