Introduction
The Workflow feature is designed to automate and streamline repetitive tasks, making your processes more efficient. By setting up workflows, you can ensure that important actions are automatically triggered based on specific conditions.
What is a Workflow?
A workflow is a sequence of steps that the system automatically follows when certain conditions are met. For example, when a new employee joins, a workflow can automatically send them a welcome email.
Key Components of a Workflow:
1. Event (When something happens): This is what triggers the workflow, like an employee's hire date.
2. Criteria (If certain conditions are met): These are the rules that determine whether the workflow should proceed. For example, the criteria might be that the hire date is within the next week.
3. Action (Then do this): This is what the system does when the criteria are met, such as sending an email or assigning a task.
Creating a Workflow:
Step 1: Define the Workflow
● Name your Workflow: Give your workflow a unique and descriptive name.
● Add Tags (Optional): Tags help you organize and find workflows later.
Step 2: Set Up the Event
● Choose an Event: Select the event that will trigger your workflow. For example, 'New Employee Onboarding.'
Step 3: Add Criteria
● Set the Conditions: Specify the conditions that must be true for the workflow to trigger. For example, 'Employee’s hire date is within the next 5 days.'
Step 4: Define Actions
● Select an Action: Choose what action has to be triggered when the criteria are met. For example, 'Send Welcome Email.'
Click here to learn more details with example on how to set up a workflow.
Managing Workflows:
Workflow Statuses >
Active: The workflow is running and will trigger as conditions are met.
Inactive: The workflow is paused and won’t trigger until activated.
Deprecated: The workflow is outdated due to changes in the system and needs updating before it can be reactivated.
Modifying Workflows:
You can easily update or deactivate workflows as your needs change. Simply go to the workflow settings, make the necessary adjustments, and save your changes.
Advanced Features:
1. Logging & Tracking
Track the progress and history of your workflows to ensure everything is running smoothly. This feature helps you monitor what actions have been taken and troubleshoot any issues.
2. Specialized Fields
Use dynamic form elements to capture and process complex data within your workflows. These fields can be customized based on your specific needs.
Best Practices
Test your Workflows: Before activating a workflow, test it to make sure it behaves as expected.
Use Descriptive Names: Naming your workflows and actions clearly will make managing them easier.
Monitor and Adjust: Regularly review your workflows to ensure they remain relevant and effective.