The Oomnitza Workflow editor enables non-technical, line-of-business users to visually define workflow logic (based on actions that trigger within Oomnitza). When assets are created or modified in particular ways, we are able to notify users, as well as external systems.
Workflow blocks are chainable actions that are invoked when the criteria of a “Begin” block is met.
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Notification
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Approval
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Update
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Zendesk
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Threshold
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Send Notification email via workstream and email |
Send an approval notification where user can Accept or Deny via workstream |
Update the object that triggers a workflow |
Create or update a Zendesk ticket |
Automate notifications via workstream or email based off thresholds |
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Slack
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API
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Mac Model
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Scheduled Rpt.
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Jira
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Send Messages via slack based off of workflow triggers |
Perform an HTTP request |
Automated updates Mac Model information based off serial #’s |
Setup automated monthly reports based off of data fields to a user’s email |
Create or update a ticket in Jira |
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Child Records
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Offboard Lic.
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Offboard Assets
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HP Warranty
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Lenovo Warranty
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Update certain data types when child asset is attached to a parent asset. |
People Module Only: Unassigns software licenses from the user triggering the workflow. | People Module Only: Unassigns assets and changes status for the user triggering the workflow. | Grab values from HP Warranty API via Serial Number. | Grab values from Lenovo Warranty API via Serial Number. |
Notification
The Notification workflow block enables the ability to generate user or role-based notifications. When a notification is sent the message will appear in the Oomnitza Workstream and the Assigned to’s email address.
The Assigned To Options
- User: Selecting User brings up a dropdown menu where the a specific user in Oomnitza can be chosen to receive the message
- Role: Selecting the Role option brings a drop down menu where all users that have been assigned a specific role will receive the notification. For more on Roles in Oomnitza click here.
- Initializer: The Initializer is the user that triggered the workflow action
- Owner: Owner identifies the user that the asset is currently assigned to
Approval
Similar to Notification, the Approval block will send a message (via Workstream and email) to the designated user(s). However, the message will also provide the ability to mark the decision as ‘Approved’ or ‘Denied’, which will result in separate workflow paths.
Update
The Update block allows objects to be automatically updated or modified based upon a triggering action. For example, every time an asset has the Purchase Date defined, we may want to automatically set the End Of Life Date field to dynamically equal the purchase date, + 3 years.
Note: The Update block will not trigger workflows that match the update criteria.
Zendesk
Create and update tickets via the Zendesk workflow block. The Zendesk API is leveraged to generate new tickets when status updates occur in Oomnitza.
A common use case to to generate a new Zendesk ticket when a given asset status is updated to “Broken”.
API
The API block empowers users to notify an external system via HTTPS when a certain action occurs in Oomnitza. For example, we may want to leverage an internal/custom API to kick-off additional workflow processes; or we may want to send a notification through a third-party channel.
Threshold
The Threshold block allows you to be notified when a certain threshold in your system has been reached. This can be set for when a certain asset type reaches a certain number or decreases for a certain number. For example a threshold block can notify users when the number of available laptops in the loaner pool reaches a number <10.
Slack
The Slack Workflow works hand in hand with Oomnitza’s Slack integration. With the slack workflow block you can add it to any workflow to send notifications to users in Slack.
A common use case of the Slack work block is to add it to a notification workflow so a user receives notifications in both Slack and in the Oomnitza workstream.
Mac Model
This workflow block allows you to pull in full mac model names based on the assets serial number. This can be useful when the connector is pulling in model identifier (MacbookPro 11,4) instead of Model Name (MacBook Pro (Retina, 15-inch, Mid 2015))
When setting up the Mac Model workflow block a user simply maps out where they pull in serial numbers and Model information and the workflow will automatically fill in Mac Model Name.
Monthly Report
The Monthly Report Workflow block allows users to setup automated monthly reports based off of certain data fields. When using a monthly report workflow block the Begin Block is used to determine which data will be pulled in through the report. In the Example below the entry point is set so that the report will pull in all information on laptops located in the San Francisco Headquarters.
In the monthly report workflow block choose which user that the report will be emailed to.
Jira
The JIRA integration allows you to automatically create tickets in JIRA when changes are made in oomnitza. The Jira Block is currently compatible with Jira on Cloud and will not function for systems with using Jira on Premise.
Required Fields Explainer
Username = Username in Jira
Issue Description = This will populate the description section of a Jira Ticket
Server URL = Users’ Jira URL. Example - https://usercompany.atlassian.net/
Project Key = Corresponds to Project keys in Jira, each company will have their own project keys. Project keys can be found in Jira by clicking the Projects drop down tab on the Jira landing page. They can be found next to the project name in parentheses.
Issue Type = Which type of issue you want to show up in Jira.
Password = The password in Jira for the username given at the top.
Offboard Licenses
The offboard licenses workflow block is exclusive to the People module, and will unassign all software licenses assigned to the user who triggers the workflow. The block can also be configured to notify responsible parties when this occurs. A common use for this block would be to have this block trigger when a User becomes inactive or is terminated.
Offboard Assets
The offboard assets workflow block is exclusive to the People module, and allows you to change the assignment and the status of all assets that are assigned to the user who triggers the workflow. The block can also be configured to notify responsible parties when this occurs. A common use for this block would be to have this block trigger when a User becomes inactive or is terminated.
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