Introduction:
An action is the final intended output of workflows. In short, this is what you aimed to automate via workflows.
Below are the list of actions available in the Workflow feature.
Types of Actions:
Email:
You can send EMAILS to existing users (profiles) created on Bayzat. The key things to consider are:
- The email will be sent to the work email ID entered on the employee’s profile.
- Employees are NOT required to be a registered user of Bayzat to receive this email but we highly recommend the employee is registered to optimize the feature.
- You need to specify Recipients, Subject, and Message (Body) to successfully activate an Email Action.
- You can send an email based on the event configured for the given workflow.
Recipients: The combination from the recipients will determine how the email is actioned or triggered based on the event. Following are the explanation of the receipients available to select from the list.
- Employee - The employee who requested the leave will get this email
- Employee -> Direct Reports To - The Line manager of this employee who requested the leave will get this email
- Employee -> Department - All employees who belong to the same Department as the employee who requested the leave, will get this email.
- Employee -> Nationality - All employees who are of the same Nationality as the employee who requested the leave, will get this email.
- Nationality - You can send an email to a list of employees, who are of a specific set of Nationalities. You can select multiple nationalities from the list to be added to the recipients' list.
- Employee - You can send an email to a list of employees. Note that if the employee no longer is a part of your company, this will result in the message not hitting the inbox. Hence, we highly recommend keeping either a user with a group email alias or adding more than one recipient in this case.
- Role - You can send an email to employees who are attributed to a set of Roles. These Roles are Bayzat Roles such as Super Admin, People Manager, etc. To learn more about Bayzat’s Roles, click here.
Subject:
The subject line is what users see in their inbox. Ensure it's clear, and we recommend following this format.
<User Attribute><Workflow Trigger+Criterion>
Example: If an employee requests for leave and this email is sent to the Line Manager to inform them that, we recommend the subject be
<Your Subordinate><Has Requested for a Leave>
Include additional context if your workflow has specific criteria. For example, if the workflow is triggered when an employee requests sick leave for more than 10 days, we recommend the subject be:
<Your Subordinate><Has requested for a sick leave for more than 10 days>
Content:
The content is the body of the email. Ensure it's detailed, just like any other email. Use the Variables button to include data related to the workflow trigger. The available Variables will depend on the event that initiates the workflow.
For example, if the Event triggering the workflow is a leave request, you have access to Variables such as “Leave Request Date From” “Leave Request Status”, etc.
You also have generic Variables such as “Employee Name”, “Employee Department”, “Employee Reports to”, etc, regardless of the Event.
When adding these variables, depending on the EVENT PROPERTIES that trigger the workflow, the content will be pre-filled with the relevant information.
For example, if we set the following as the content for a workflow triggered by the creation of a leave request:
Content (Input): Employee -> name has requested Leave request -> Type leave from Leave request -> Date from to Leave request -> Date to for Leave request -> Number of days. Please go to Bayzat to approve/reject this leave
When the workflow is triggered by Mark Carlson requesting Annual Leave from December 1st to December 5th, 2024, for 5 days, the output will be:
Content (Output): Mark Carlson has requested Annual Leave from 2024-12-01 to 2024-12-05 for 5 days. Please go to Bayzat to approve/reject this leave.
Confirmation Task:
This feature is still in development as we work on enhancing the task management experience for tracking and managing various tasks, assignees, and statuses. Click here to join the waitlist. In short, you can automatically create tasks, assign them, and define the Title and Description. Task owners can view and manage all their tasks on a dashboard, update statuses, and add co-owners.
Task :
This feature is in its early stages as we develop the task management system to efficiently track and manage various tasks, assignees, and statuses. In essence, you can automatically create tasks, assign them, and define the Title and Description. Task owners can view and manage all their tasks in a dashboard, update statuses, and add co-owners.
Slack:
Using this action, you can send messages to your company’s Slack channels.
There are 2 steps to be performed to activate this action successfully.
- Webhook URL: You need to generate a webhook URL from your slack workspace that allows Bayzat to be able send the message to respective channel(s). To do so, you need to:
-Create an application on your Slack Workspace
-Activate Incoming webhooks
-Get this application approved by your Workspace Administrator
-Generate the webhook for each Slack channel from the section “Incoming Webhooks”
-Here is a step by step guide on how to perform these actions by Slack.
Message for Slack:
Ensure the content is detailed, just like the body of an email. Use the Variables button to include data related to the workflow trigger. The available Variables will vary depending on the event that activates the workflow.
Example: For example, if we set the following as the content for a workflow triggered by a leave request, and you plan to send it to the Marketing Department's Slack channel:
Content (Input): Employee -> name from your Department, “Employee->Department” has requested Leave request -> Type leave from Leave request -> Date from to Leave request -> Date to for Leave request -> Number of days.
When the workflow gets triggered as Mary Jones from the Marketing Department requests for an Annual Leave from 1st December 2024 to 5th December 2024 for 5 days, the output will be as follows:
Content (Output): Mary Jones from your Department, “Marketing” has requested Annual Leave from 2024-12-01 to 2024-12-05 for 5 days.