Configure automation workflow

Table of contents

1. Introduction
2. Benefits of automation
3. Available workflow automations
4. Add workflow
5. Manage workflow

1. Introduction

Automation workflows are valuable tools for admins to optimize their administrative processes effectively. Admins can use automation to trigger workflows based on specific conditions, enabling a series of predefined actions without manual intervention. This helps reduce repetitive effort, ensure task consistency, and improve operational efficiency.

2. Benefits of automation

• Organizes and manages complex processes
• Saves time by reducing manual tasks
• Ensures consistent task execution with greater accuracy
• Increases productivity by automating repetitive actions

3. Available workflow automations

Automate the following tasks for your employees:

• Send email notification
• Assign course
• Assign learning paths
• Assign survey
• Award discretionary points
• Assign goals

After adding automation workflows, manage them if required.

You can also assign the manage workflows permission to other employees, allowing them to:

• View and manage all workflows
• View the list of surveys, discretionary badges, courses, and learning paths created in the organization

4. Add workflow

To create a new automation workflow:

Navigate to Settings > Automation.

1. Click Add Workflow at the top right and enter the title.
2. Select one of the trigger types.

• Time Based: Set the period and frequency. Available options include daily, weekly, monthly, quarterly, or annually.
• User Actions: Select a trigger point, such as Added, Updated, or both.

  3.   In the “Conditions” field, set one or more conditions and select the appropriate operators.

Click + Add Condition to add multiple conditions.

Use default or custom employee fields, such as job title, reporting manager, date of hire, department, or business unit.

  4.   Toggle the button to All or Any to define the workflow to trigger based on the conditions.

When you select

• All: The workflow runs only when all specified conditions are met.
• Any: The workflow runs when any one of the conditions is met.

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

For example, select Send Email Notification to automate email notifications within the organization.

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

Select the following options if required:

• Trigger Subject: Sends the email to the employee being added or updated based on the selected trigger.
• Manager, HR Managers, Secondary Managers: Sends the email to the respective roles associated with the trigger subject.

When you search and select an employee from the “User(s)” drop-down, these options are also available for selection.

  7.   In the “Email ID(s)” field, enter external email addresses (optional). Add multiple email addresses, separated by commas.

  8.   Enter the email subject and message.

  9.   In the “Schedule” field, toggle the button to Yes to schedule the email for a specific date and set the period (optional).

Click + Add Action to add multiple actions. Each action triggers a separate email notification based on the conditions you have set.

 10.   Click Save at the top right.

The workflow automatically sends email notifications to employees and other recipients based on the configured trigger points, conditions, and actions.

5. Manage workflow

After adding a workflow, manage it by performing the following actions:

• On the “Workflows” page, click the Filter  icon to sort workflows by active or paused status.
• Hover over a workflow, click the Overflow  Menu, and select one of the following options:
  
  • Edit: Modify the workflow settings.
  • Pause: Temporarily stop the workflow and resume it at any time.
  • Run: Manually trigger a workflow that does not automate.
  • Copy: Duplicate a workflow with the same settings and edit it as required.
  • Delete: Permanently remove the workflow.