Workflow Builder - Building a new workflow

Who this guide is for: System Administrators. Requires 'Workflow Builder' role.

Overview
The Workflow Builder is a powerful tool designed to automate and streamline processes within your system. This guide provides a comprehensive overview of how to build a new workflow.

Please note – if you have record-based workflows, the Workflow Builder will not read records submitted via the Admin Panel, “Bulk User Update” tool, or Integrations. It will also not read recurring absences.

Building a new workflow
There are two ways to create a new workflow:

1) Creating a workflow from scratch
You can create a completely new workflow to fit your requirements. For details on each Trigger, Condition, and Action, please see the guide Workflow Builder – Functionalities.

Steps:

1. Navigate to Admin Panel → Global → Workflow Builder.
2. Click + New workflow in the top right corner.
3. Enter a workflow name and choose a folder where it should be stored.
4. Open the Triggers folder and drag in the required trigger (only one trigger can be selected).
5. Add properties as needed and click Confirm.
6. Open the Conditions folder and drag in one or more conditions.
7. Add properties as needed and click Confirm.
8. Open the Actions folder and drag in one or more actions.
9. Add properties as needed and click Confirm.
10. Click Save changes in the top right corner.

2) Copying an existing workflow
The system includes example workflows. If you like one but want to make adjustments (e.g., add branches or specify that it only applies to certain templates), you can duplicate and edit it.

Steps:

1. Navigate to Admin Panel → Global → Workflow Builder.
2. Find the workflow you wish to duplicate.
3. Click the three dots (…) under the Actions column.
4. Select Duplicate.
5. Enter a name for the copy and select the folder where it should be stored.
6. Click Duplicate workflow.
7. Locate the duplicated workflow in the folder you chose (or in ROOT) and click Edit.
8. Make adjustments as needed.

Example case
Suppose you want to adjust the example workflow Automatically authorise advanced holiday so that it instead automatically authorises Medical Appointments booked at least 7 days in advance, and remove the staffing level condition.

Steps:

1. In the Workflow Builder, locate Automatically authorise advanced holiday.
2. Click the three dots (…) under Actions and select Duplicate.
3. Name the copy (e.g., Automatically authorise Medical Appointments) and choose a folder (e.g., Global).
4. Click Duplicate workflow.
5. Navigate to the Global folder and click Edit on the duplicated workflow.

Amending the record type:

• Open the A record is booked trigger.
• Replace Holiday with Medical Appointment.
• Click Confirm.

Amending the notice period:

• Open the Record date is condition.
• Change the days from 30 to 7.
• Click Confirm.

Removing the staffing level condition:

• Click the X on the Staffing level is condition box.
• Confirm removal by clicking the X on the grey box.

Once you are satisfied with your customised workflow, click Save changes. Then enable it by clicking Enable workflow. This makes it live – any Medical Appointments booked with at least 7 days’ notice will be automatically authorised.

Additional Information

• Key terminology:
  • Trigger: Defines when a workflow begins.
  • Condition: Filters which records/users the workflow applies to.
  • Action: The outcome once conditions are met.
• Permissions required: System Admin role.
• Practical tips:
  • Use example workflows as a starting point and adjust to fit your policies.
  • Name workflows clearly to reflect their purpose.
• Important reminders:
  • Warning: Workflow Builder will not process records submitted via Admin Panel, Bulk User Update, Integrations, or recurring absences.
  • Always Save changes before exiting, otherwise updates will be lost.
• Search tip: Use the search function within the platform to quickly find features or settings.