Once you have added an Action to a Workflow (dragging it in the Workflow builder), you can enter its settings.
Both when you create a new Action or edit an existing one, click on its name, and depending on its type you will have the option to configure it.
Being in a particular Action, you can see in the bar on the right side:
- Cogwheel icon, under which the Action main settings are hidden,
- an icon with arrows, where you can find settings for conditions and targeting of Actions based on Category and Location, among other things,
- bell icon - where you can find settings for Alerts (only in Actions like task, training or form),
- Forms field icon - only in Form type Action,
- icon { }, where you will find Snippets (only in New Generation Actions: text message, email and form).
Main settings
Action Name - in the case of text message or email actions, this is the name that will appear on Workflow, but will not display to the user. For tasks, forms or training, this name will also appear to the user in their Portal.
Action Recipient - here you specify to whom the Action should go: an employee or a custom Role? Remember that you must first add the appropriate roles in the Workflow settings - only then will they appear in the list of Action recipients.
Additional Recipients (for Email Type Actions only) - you can indicate which users should be attached to the email in FYI mode.
Time and date of delivery of the Action
Stage - all Actions added to Workflow must have a delivery time and date relative to a key date (i.e., your first or last day at work, for example - read more about Workflow categories here).
Actions can be automatically triggered in one of three periods depending on the category of the selected Workflow. For example, the Onboarding Processes category refers to the following periods:
- Before the first day - the period between the new employee's acceptance of the offer and the first day on the job (preboarding)
- On day one - a new employee's first day on the job
- After the first day - the period after the first day at work
After selecting the period, set the number of days (pre- or post-employment version) and the time when the Action is triggered.
The defined date and time determines when the Action will be triggered in relation to the new employee's first day on the job (determined during the launch of the Onboarding Process).
💡Example:
You want Workflow to automatically send a message (e.g., reminding you that a new employee is coming in tomorrow) to the manager one day before the new employee is hired.
In this case, you can prepare a new Message type Action directed to the manager, which you set: 1 day before the first day / 10:00 am.
As a result, the manager will receive an automatic message 1 day before hiring a new employee at 10:00 am.
Deadline is the number of hours or days allowed to complete the task. This is an optional setting that causes the added Action to be treated as valid and failure to complete it by the deadline will be marked accordingly on the Dashboard.
- Are you committed to completing important Actions scheduled in Workflow?
- Do you want to make sure an employee completes initial health and safety training on the first day of work?
- Does an employee have to complete and return a personal questionnaire 10 days prior to employment in order to make it possible to prepare a contract for him/her?
- Should a manager prepare an entitlement request no more than a day before a new person comes into the organization?
Manage users' task execution priorities with DEADLINE TIME (time to complete an Action).
💡Example:
The employee was given a task to complete 5 days before he/she was hired at 10:00 a.m. The task had a time of 8h set for its completion . This means that the task should be completed by 6pm.
If this deadline is missed, the Action's name will turn red, and the Action itself will jump to the top of the tasks to be completed - giving appropriate priority to those tasks or trainings that are overdue.
This function has only an informative role. The overdue task will still be due, but will be highlighted accordingly.
The number of hours to complete a task should be applied to the Actions in the Process that we care most about (high priority), e.g., Completion of personnel forms or Completion of equipment applications, etc.
Conditions
Decide on what basis and to whom the Action is to be delivered.
Thanks to 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? Lear more here.
Alerts
Alerts are a function closely related to setting a deadline for completing a task, which you can read about here.
If you set a deadline, you can additionally set an Alert that will automatically notify relevant users when the deadline is exceeded.
Read more about Alerts here.
Form fields
Form fields is a function that appears only when you configure a Form type Action. In this Action, you must:
- under Settings → Custom Fields, create fields that you will then use in forms
- When configuring a Form Action, select the appropriate field and drag it into the form.
In the forms you have the following types of fields to use:
- Text
- Select
- Legal
- Address
Snippets
Snippets is a tool that allows you to personalize the Action content in your Workflows, thus providing an even better user experience for everyone involved in the Processes.
Snippets are tags that, when inserted into new Actions (Email, SMS and form), dynamically insert data from the Application (e.g., about a Process, employee or other Role), thus personalizing the content associated with the Action.
Learn more about Snippets here.
