Workflows allows users to automate standard internal procedures and processes to save time across an organization. This How to will breakdown how to get started using workflows in a system.
Log into your oomnitza system
- Select Assets
- Select Workflow
- Select Add Workflow Template
- Enter in the name and description of the workflow. Then start to customize the workflow sandbox.
There are several tasks a workflow can do, below are instances of some of the basic workflow blocks Oomnitza has to offer. To add any of these tasks to the workflow simply click on the box from the Tools section on the left hand side and drag it into the workflow sandbox. Then connect the blocks in the order you would like to workflow to run.
- Notification: Sends email and workstream notifications to selected individual/group
- Update: Updates fields in system based off other field inputs
- Approval: Will send an approval notification to selected individual to approve or deny the
- Zendesk: Creates a zendesk ticket when triggered (Only Appears when zendesk integration is complete (How-to))
To add any of these tasks to the workflow simply click on the box and drag it into the workflow. Then using links to connect the blocks in the order you would like to workflow to run. Below is a image describing the basic layouts of the workflow sandbox.
Getting Started: The Begin Block
- Name and Description: Is for keeping track of Workflows for Oomnitza Admins
- Objects: This is what the rule criteria will be based on there are three options (Assets, Reports, Locations)
- Assets: Workflows are based off assets in a system
- Reports: Workflows generate reports based off the rule criteria the 1st of every month
- Locations: Workflows are based off of actions regarding locations in a system
- Edit Actions:
- Any: Workflow triggers on any action
- New: Workflow triggers when new asset is created
- Edit: Workflow triggers when something is edited
- Cop: Workflow triggers when an asset has been copied
- Schedule: Workflow triggers based on certain time criteria
The Rules criteria are based off of the actions that have been set in the Edit Actions section. These rules are a single or series of if/then statements. For example if an asset has been deployed to an employee then IT is notified. To set up a rule click the “+” sign under rule criteria. To make that rule more specific add a subgroup. The drop down menu on the left can further describe a rule by making it a singular rule criteria or a plural rule criteria.
After clicking on the “+” button you will see the rule criteria dropdowns appear. The drop down menu on the left includes all data fields in a user’s system that a rule can be based off of. The middle drop down included modifiers that can be applied to the rule see below for full list.
Below is an example of a fully set Begin block that is set to be triggered when an asset has been had the loan status edited to Loaned out.
Once all the Rule Criterias have been set in place the workflow is ready to have other workflow blocks added to set up different tasks based off of the rule. For a breakdown of Workflow Block Overviews click here.
Setting Up the Workflow Task
Continuing our example we have chosen a Notification block to send a notification to the IT department to inform them asset has been loaned out. Below the image is a brief description of how the Notification Block works
- Edit name of Notification, this will be the subject of the email sent.
- Decide who the notification will be sent to
- User: A specific user in the system
- Role: To every user in a specific role (ie Super admin)
- Initializer: The User who triggered the workflow
- Owner: To the owner of the asset that triggered the workflow.
- Customize the message that will be received
- When completed select Save and the notification block will be ready to deploy
Complete the workflow
1.Connect the blocks by dragging the links between the white dots.
2.Select Preview to test the logic.
3.Select Launch to activate the workflow
4. Save and Close
Workflow Icon Overview
Each Workflow Icon will have a symbol in the top right hand corner. There are three types of symbols in the Oomnitza Workflow system: A Check-mark, a “Pause” symbol, and a “X.”
The Checkmark symbol indicates that the workflow is currently running in Oomnitza.
The Pause symbol indicates that the workflow has been Paused and is not currently running in Oomnitza.
An “X” symbol indicates that the workflow has not been launched in Oomnitza. It will not operate unless launched.
Example (Update block)
Create a workflow that will auto populate End of Life Date 24 months after Purchase Date
- Setup workflow with update block
- Edit Begin block
- Edit update block
Other Update Ideas
- Auto update Locations to HQ when a new asset is added
- Auto update asset type based on model
- Update compute specs based on model
How To: Workflows: Create A Ticket In Zendesk
Workflow: New Asset Being Added to a Specific Location.
Purpose: Create a ticket when a new asset has been added and assigned to a location.
To arrive at the workflow sandbox, 1) Click on the "Assets" tab, 2) Select the "Workflow" tab. 3) Select "Add Workflow template 4) Name the new workflow Template.
Example: Zendesk Workflow Set Up
1) Drag Workflow Blocks onto the Oomnitza Workflow Sandbox. Drag the Zendesk Block onto the Workflow Sandbox, then connect the Workflow blocks using the block links.
2) Select the Begin Block and Create the Rules Criteria for triggering the workflow
In this case the workflow is set to be triggered any time a new asset is created that has it’s location field set to New York.
3) Configure the Zendesk Ticket Box.
Choose "Create New Ticket". In this example, I have indicated for the "Support" team to receive the ticket, you can have this allocate to yourself or a specific individual. I have entered the Subject of the ticket to be "New Asset Location" with the message "This is a new asset that has been added to your New York Location".
4) Check and make sure all of the Workflow blocks are connected and .... Launch the Workflow.
5) To run this workflow, go back to assets and add a new asset to meet the rule criteria. For this workflow, I have created a new asset designated to the New York Office. **Enter in a value for Barcode.
6) Once you have created the new asset to the appropriate location with Barcode(unique identifier) select, "New Tickets in your group" and you will see the ticket created via Oomnitza's workflow.
7) Notice the Ticket created with the particular asset in question populated to the right.