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. This guide offers a detailed overview of creating new folders and organising your workflows to enhance categorisation and efficiency.
Having specific folders for workflows helps you divide them into clear categories. For example, you can have location-specific folders such as UK workflows containing only UK-related workflows, or action-specific folders such as email workflows or absence workflows.
Please note – the visibility of folders cannot be restricted to only specific administrators. Any administrator with access to Workflow Builder will be able to access and amend all folders.
Creating a new folder
- Navigate to Admin Panel → Global → Workflow Builder.
- Click on the “+” icon next to ROOT.
- Enter a name for your folder.
- Click Create new folder.
Moving a workflow from one folder to another
- In Workflow Builder, either locate the workflow on the main page or within its current folder.
- Find the workflow you wish to move.
- Click on the three dots (…) under the Actions column.
- Select Move.
- Choose the folder you want to move the workflow to.
- Click Move workflow.
Additional Information
- Key terminology:
- Folder: A container to group workflows for easier organisation.
- Workflow: An automated set of actions triggered by specific conditions.
- Permissions required: System Admin role.
- Practical tips:
- Use folders to keep workflows manageable (e.g., split by country, department, or type).
- Review folder naming conventions so other administrators can quickly understand categories.
- 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 all folders.
- Search tip: Use the search function within the platform to quickly find features or settings.