Who this guide is for: System Administrators. Requires 'Workflow Builder' role.
Overview
The Workflow Builder is a powerful tool designed to automate and streamline various processes within your system. It allows you to build alerts and customise workflows, such as welcome emails, absence alerts, entitlement alerts, timesheet submission reminders, automatic authorisation and much more. The feature is designed to allow complex, precise setups where required, for example where policies only apply to a small group of users.
Please note – if you have record-based workflows, the Workflow Builder will not read records that have been submitted through the Admin Panel, “Bulk User Update” tool, or Integrations. It will also not read recurring absences.
This guide provides a comprehensive overview of how to enable and utilise the Workflow Builder. If you'd like to review the Example Workflows for inspiration, you can see those here.
Workflow Builder and Workflow Builder Pro
As standard, you can enable up to 5 workflows at any time – this includes example workflows we have created for you or workflows you have built yourself. If you would like to enable more than 5 workflows, you will need to enable Workflow Builder Pro, which allows an unlimited number of workflows for your system.
Workflow Builder Pro is a paid feature that you can upgrade to yourself by clicking Upgrade to Pro. If you require further advice regarding the pricing before upgrading, please contact our Customer Success team.
Accessing the Workflow Builder and display layout
- Navigate to Admin Panel.
- Click on the Global tab.
- Select Workflow Builder.
You will see all your workflow folders on the left-hand side, while the workflows themselves will be displayed on the right-hand side.
Workflow Builder Folders
Having specific folders for workflows helps you divide workflows into clear categories. For example, you can have location-specific folders such as UK workflows, or action-specific folders such as email workflows or absence workflows.
Please note – the visibility of folders cannot be restricted to only certain administrators. Any administrator with access to Workflow Builder will be able to access and amend all folders.
To create a new folder, click on the Create new folder icon on the left-hand side.
Support on the Workflow Builder
If you require assistance or encounter any errors, please reach out to edays Support by logging a ticket through our Support Portal.
Additional Information
Key terminology:
Workflow: A series of automated actions triggered by specific conditions (e.g., send email when absence is submitted).
Workflow Builder Pro: Paid upgrade allowing unlimited workflows.
Permissions required: System Admin role.
Practical tips:
Organise workflows into folders for clarity.
Test new workflows with a small group before rolling them out widely.
Important reminders:
Warning: Workflow Builder will not process records submitted via Admin Panel, Bulk User Update, Integrations, or recurring absences.
Folder visibility cannot be restricted – all administrators with Workflow Builder access can see and edit folders.
Search tip: Use the search function within the platform to quickly find features or settings.