How to set the conditions for adding the Action to the Process?

Decide on what basis and to whom the Action is to be delivered - use Conditions.

You can use terms and conditions based on:

• other Actions
• Locations and Categories
• Custom fields
• or combine them all.

With Conditions, you decide:

• whether the Action will be added to the Process launched to the user,
• when the scheduled Action is released.

What does this mean?

Targeting by location or category

1️⃣ In the first case, you can define conditions based on which the Action will be added to the Process. These conditions can be categories or locations assigned to the user.

In practice, this means that you no longer need to design separate Workflows for different deployment paths, employee categories or locations. You can create a single Process template and it's there that you can decide when a particular Action is added to a user. Need an example?

• Schedule a task for the Manager regarding the need to apply for an office access card if the hired employee is assigned the category "Stationary work". The Manager will not get it if he/she participates in the Process of an employee who is assigned the category "Remote Work".
• Add to the Process a training on the use of modern office space only for those employees who work at headquarters (location: headquarters)
• Provide the user with additional HR forms, needed only in the case of employment under an employment contract (category: form of employment → UoP)
• Give the remote worker a choice of equipment to work with (category: work mode → remote)

Such scheduled Actions will be launched only to those users who meet certain conditions resulting from the categories and locations you have created.

Targeting by Custom Fields

1️⃣ In addition, in the first case, you can decide that an Action is to be attached to a Process if the user has indicated a specific response in the form.

All you have to do is set a condition based on a Custom Field and select:

• to whom the response from this field is assigned
• which response must be indicated for the configured Action to be attached to the Process.  

In practice, this means that you can lead a given Process along different paths, depending on the users' responses. For example: An employee indicates on a form that he or she does not have citizenship from your country, and you follow up by providing him or her with an additional form that is necessary to complete to prepare an employment contract. This additional form will only be made available if indeed the Employee has selected the option ‘I do not have the nationality of X’.

Targeting after Action

2️⃣ The second conditioning mechanism gives you the ability to release a planned Action when another Action is executed - thus creating a sequence of events. Let's go straight to examples:

• Human Resources will get an email if an Employee fills out a personal information form
• a manager gets a task in which he/she has to enroll an Employee in a training course if the Employee declares a desire to participate in that training course
• IT Support will get an email if the Employee selects the equipment.
• employee will receive an evaluation questionnaire for completion of the Onboarding Process if Manager confirms completion of the Process
• the employee will be granted access to the training if they provide a code to prove their eligibility for it
• the manager will receive a final approval if the outgoing employee confirms that all offboarding formalities have been completed.

Combining conditions

When setting the conditions for attaching an Action to a Process, you can combine targeting by both Actions, Categories, Locations and Custom Fields. This means that the release of an Action may depend on the fulfillment of all the conditions together, e.g. an Employee must complete the Personal Questionnaire, have a category: type of contract - employment contract, be assigned a location - Office in Warsaw, and select the option ‘I am a citizen of X’ in the Questionnaire. Only then, when all these conditions are met, the configured Action will be attached to the Process.