Automations allow your requests (workflows) to start automatically in response to certain events within the platform, eliminating the need for manual intervention.
Before starting the configuration, it's important to understand what aeventand what anactionwithin this functionality:
Aneventis a situation that occurs on the platform and can automatically trigger the start of a flexible request (for example, the creation of a new Collaborator).
Events currently available:
When a job is created for a Collaborator.It is triggered when a job is created and assigned to a collaborator.
When a Collaborator's job is finished:It is triggered when a job is finished. If it has an end date, it is triggered when the process starts, not on the end date.
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When a Collaborator's job is modified.It is triggered when a field of the Collaborator's job is modified. You can filter so that it only runs if any combination of these fields change:
Base Salary
Area
Company
Supervisor
Position
Start Date
Work Days
Work Schedule
Weekly Schedule
Contract Type
Workday Type
All of these events work via form, API, bulk importers and other workflows.
On the other hand, anactionis what is executed automatically when the event occurs (for example, creating a pending task or a document).
Actions currently available:
Generate Documents:Creates and assigns a configurable pending task to a collaborator. For example, assigning a contract or annex. Requires the module Documentos y Firma y Gestión Documental and the "Documentos" permission in Modificación.
Add participant to Encuesta Libre: Adds a participant to an Encuesta Libre that has already been started. Requires the Encuestas module and the "Encuesta Libre" permission in Modificación.
Generate Pending Task: Assigns a task to a user to be completed. Requires the general parameter "Habilitar tareas pendientes" to be enabled. You can review the articlePending Tasks - Manualfor more detail.
Asset request: Requests an asset for a new collaborator (only available for onboarding flows). Requires the Gestión de activos module to be contracted and the "Configuración de gestión de activos" permission in Modificación.
Enroll in course: Assigns a training course to a collaborator. Requires the Capacitaciones module to be contracted and the "LMS" permission at Administrator or higher.
The configuration of each of these actions depends on compatibility with the selected event, on having contracted its module and its corresponding permission. For more detail, review the article "How do permissions work in Workflow?"
Below, we guide you step-by-step to configure a template for an automation
What do you need before starting?
Have the Modification permission in Workflow > Templates and Requests. You can check it from Administration (⚙️) > Users and profiles > Profiles > Edit Profile. To configure an action from a module, you must also have permission for that module.Have the Workflow module subscribed and activated on your platform.Steps to configure an automation template1. Access template settings
Go to Administrative > Workflow > Templates in the main menu and select the option Create Template. You can also edit an existing template by clicking the 3 dots to the right of the template and then Edit.2. Choose a pre-configured templateIf you chose to create a template, you'll see the template catalog: a series of pre-configured templates that will help you with the setup.
If you choose "Start from scratch", you can configure the name and type. To configure an automation,
select the Flexible type, as they are not available for other types.
3. In the template settings, select start by "Platform event" and choose the event that will start this request4. (Optional) Define the rules to filter when the request will start. Requests will only start when these rules are met.You can filter by the collaborator's attributes or by their job.Note*: The event "When a Collaborator's job is modified" does not yet detect if a specific attribute changed; it only identifies that there was some change in the collaborator's job and, if an additional condition is also metFor example:
✅ What you can do: “If the collaborator's job is modified and the collaborator's area is Operations, trigger X action.”
🚫 What you cannot do (yet): “If the collaborator's area is modified, trigger X action.”
5. Configure the action that triggers this eventIn the final stage of the flow, you can define
the action that will be executed automatically
when the event occurs:
Click on
"Add action",
select the action you want to trigger and complete the required fields.
Note: Currently you can only configure
one action per template. If you want to generate more actions with the same event, we recommend duplicating the template and modifying the action. We are working to allow multiple actions in a template in the near future.
5. Complete the configuration and save
ℹ️ Important considerationsYou will not be able to configure formsin the stage that starts by event.
You will also not be able to configure intermediate eventsthat control the step between stages.You will be able to configure notifications
, to keep those responsible informed at each stage. For now, a template only allows configuring one action.
If you need the same event to trigger different actions, you can duplicate the template and change the action in the duplicated template.
When you're done, click
Save.
How to identify automations?You can see all your request templates from the
template configuration view. To easily identify which are configured to start automatically, you can check the
- "Start"and
"Action". Remember to enable them if you have them hidden.In this view, in the
"Start"
column you'll see if the workflow begins with "Form" (manual start) or with the name of the event, like "When a new Collaborator is created".In theActioncolumn, it will indicate which action will be triggered automatically.In the requests view, under the "All" tab in theRequestercolumn you will see an
"Automation"when the request is of that type. Remember that you can also enable this column if it is hidden.Each time an automation runs, you will see an entry here with the execution. If you perform a mass action, like onboarding several employees, you will see a row for each employee with the status of each.
To see the request details, click the "View details" button, which will show you its status, name, date and notifications:Acción, se indicará qué acción se gatillará automáticamente.
En la vista de solicitudes, bajo el tab de "Todas" en la columna Solicitante verás un "Automatización" cuando la solicitud es de ese tipo. Recuerda que también puedes habilitar esta columna si es que está oculta.
Cada vez que se ejecute una automatización, veras acá una entrada con la ejecución. Si realizas una acción masiva, como un alta de varios empleados, veras una fila por cada empleado con el estado de cada una.
Para ver el detalle de la solicitud, haz clic en el botón "Ver detalle", que te mostrara su estado, nombre, fecha y notificaciones:
🤖 This article was translated using artificial intelligence. View original article.