Tutorial: Creating workflows for the offboarding employee custom object

Workflows in Oomnitza can automate tasks and simplify complex processes. 

Now that your custom object is created and your Jira webhook is integrated with Oomnitza, you can create a workflow that triggers each time a new offboarding employee record is created. This workflow could perform a variety of actions, such as: sending an email notification to the employee's manager, updating the employee's status in the HR system, and revoking the employee's access to internal systems.

Step 1: Create a workflow

1. Click Configuration > Workflows and click Add (+).
2. From the list, select Offboarding Employees.

Step 2: Configure the Begin Block

Specify the criteria to trigger the workflow in the Begin block.

1. Edit the Begin block
2. Add rules to trigger the workflow.
   1. Change the Actions to New.
   2. Add Rule criteria so that the Offboarding Status Equals Started. 
3. Click Save.

Step 3: Add blocks to the workflow

You may wish to include some or all of the following blocks:

Decision Block: Use this block to perform tasks like verifying that the offboarding process has officially begun or sending a feedback form to the departing employee.

API Block: Use this block for tasks such as generating shipping labels using ShipEngine or similar services, deactivating employee accounts in external systems such as Okta, Slack, Salesforce, or Jira, locking or freezing employee devices, or reassigning or transferring the files and folders of the employee who is being offboarded.

Oomnitza Block: Use this block to retrieve all of the assets assigned to the employee for proper handling and inventory management, and to update the Asset status in Oomnitza for accurate tracking and management of company resources.

Notify Block: Use this block to inform HR that the offboarding process has started and to notify the employee that the devices must be returned.

Update Block: Use this block to transition the workflow. For example, you might want to transition the Offboarding Status to Deprovision, or Reassignment. You can have multiple workflows and use the Update block at the end to manage the workflow's progression.

Step 4: Launch the workflow

1. Click Save and connect the blocks
2. Validate the workflow and Activate it so that the workflow is live in your system.

Result
The workflow will run each time the webhook is triggered. 

Tip
As soon as the offboarding process is complete, create a workflow using the API block to update the external system that the process is complete. For example, you could update the originating Jira ticket with a comment, or even transition the Jira ticket to Complete.