Add and manage automation workflow

Admins can use automation to trigger workflows within the organization, initiating a series of automated actions based on specific conditions they set. This reduces manual effort and ensures consistent and efficient task execution.

It is highly beneficial in various ways:

  • It helps admins organize and manage complex processes.
  • It saves time by automating tasks.
  • It ensures the tasks are performed consistently, with improved accuracy.
  • It increases productivity by automating repetitive tasks.

You can automate the following workflows for your organization’s employees:

Navigate to Settings > Automation.

  1. Click Add Workflow and type the workflow title.
    1. Select a trigger point to trigger the automation.

    The following trigger types are available:

    • If you select Time Based, set the period and frequency. You can set frequencies to daily, weekly, monthly, quarterly, or annually.
    • If you select the User actions, select a trigger point Added, Updated, or both.

Note: If you select the trigger point as Updated, ensure that you update the users' profiles, allowing the workflow to run according to the set conditions.

  3.   In the Conditions field, set the condition and select the operator as required for which the automation should trigger.

Click + Add Condition to add multiple conditions as required.

You can select multiple conditions, including default and custom employee fields, such as job title, reporting manager, date of hire, departments, and business units as required.

Note: After adding a workflow, if certain employee fields associated with a workflow condition are deleted or archived, you will receive an error message when manually running the workflow and adding or updating the users' profiles, directing you to check the configurations of the employee fields. 

  4.   Toggle the button to All or Any to automate the workflow when these conditions are satisfied.

When you select

  • All: The trigger should satisfy all the specified conditions.
  • Any: The trigger should satisfy any of those conditions.

   5.   In the Actions field, click the drop-down and select the action to perform when the conditions are satisfied.

For example, let us select the action Send email notification to automate email notifications within the organization.

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  6.   In the User(s) field, search and select employees of your organization.

You can also select

  • Trigger Subject, automating the email notification to the user who is being added or updated according to the trigger point.
  • Manager, HR Managers, and Secondary Managers of the trigger subject as required to notify them about email notifications for their employees.

When you search and select any user in the User(s) field drop-down, you can view the following options: Trigger Subject, Manager, HR Managers, and Secondary Managers.

  7.   In the Email ID(s) field, enter the external users email IDs, which is optional.

You can add multiple email IDs separated with commas.

  8.   Type the email subject and message.

  9.   In the Schedule field, toggle the button to Yes to schedule the email notifications on the specified date and set the period, which are optional.

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Click + Add Action to add multiple actions as required.

Multiple actions trigger multiple email notifications based on the conditions you set.

  10.   Click Save at the top right.

The workflow automatically sends email notifications to employees based on the specified trigger points, conditions, and actions that you have set.

After adding the workflows, you can view them in Workflows.

You can perform the following actions as required:

  • Click the Filter Master Component-1-1 Icon to sort them based on the active and paused workflows.
  • Hover over the workflow, click the Overflow Overflow Menu-Aug-10-2023-03-16-41-2641-PM Menu, and select the options to Edit, Pause, Run, and Delete as required.

If you pause a workflow, you can view the option Resume in the overflow Overflow Menu-2 menu.

If the workflow does not automate, you can click Run to trigger it manually.

Add and manage Automation workflow1

Note: The paused workflows will not trigger until you resume them.

Automation workflows are valuable tools for admins to optimize their administrative processes effectively.