At the core of Oomnitza is the workflow engine. Fueled by the data that is ingested by Oomnitza, workflows can be created that automate the onboarding and offboarding of employees, enforce security best practices, process tickets, interact with vendor APIs, and much more.
Contents
- Anatomy of a workflow
- Begin block
- Automation blocks
- End block
- Types of workflows
- General workflow blocks
- Integration workflow blocks
- Other workflow blocks
Anatomy of a workflow
A workflow has a Begin block, one or more automation blocks such as an API block and a Notification block, and an End block.
When you add a workflow, the Begin and End blocks are automatically added to the workflow canvas.
Mock-up of a workflow
What you need to do when you create a workflow is:
- Set the trigger in the Begin block.
- Add the automation block or blocks.
- Join the blocks.
- Validate, test, save, and run the workflow.
Begin block
The begin block is the workflow trigger.
In the begin block, you can schedule a workflow and add rules for running the workflow. For example, you can trigger a workflow when a change occurs to a field in Oomnitza. Or, you can trigger a workflow to run on a schedule, for example to deactivate SaaS users who haven't logged into to the application for a specified period.
Information
To check the fields that will be targeted by the workflow, always click SHOW IN LIST VIEW in the Begin block. The number of records that are processed and the time that the records are processed can affect performance. Schedule workflows to run at off-peak periods.
Automation blocks
Depending on the complexity of the workflow, the workflow can comprise one or more automation blocks. For example, you can add a SaaS User Role Retrieval block to deactivate users and a Notification block to notify the users that they are being deactivated.
End block
The End block terminates the workflow.
Types of workflows
You can create workflows for the following objects:
- Accessories
- Assets
- Contracts
- Desktop
- Locations
- People
- SaaS
- SaaS users
General workflow blocks
Contents
- Approval
- Archive
- Conditional threshold
- Notification
- Store for Scheduled Reports
- Threshold
- Relational update
- Update
- Wait block
Use the general workflow blocks to automate arduous, complex, and repetitive tasks.
Approval
If you want to get an action approved before you complete a workflow action, you add an Approval block. In effect, the workflow is paused until the approver responds. Different actions can be completed depending on whether the approver approves or rejects the action.
Archive
You use the Archive block to automate the removal of objects, such as assets, software, and people records from Oomnitza.
The rules that you add in the Begin block determine which records are archived. As always, click SHOW IN LIST VIEW in the Begin block to make sure that you target the right records.
Conditional threshold
You use the Conditional Threshold block to set a threshold that can trigger two actions such as when the value is over or under the threshold value. For example, if the value of an asset is more than $1000, request the IT manager's approval before the asset is retired. If the value is less than $1000, retire the asset automatically.
Notification
You can send a notification in an email, to the Oomnitza work stream, or both. You can also include a link to the the main object of the workflow such as an asset or person.
Store for Scheduled Reports
You can create a scheduled report that you can send by email to track assets or other objects .
Threshold
You use the Threshold to receive notifications when a threshold in your system is reached. For example, you can use the threshold block to send a notification when the number of available laptops in a stockroom is less than 10.
Relational update
You use the relational update block to import a value based on other related values.
Update
You use the Update block to automatically update objects when a specified event occurs. For example, you can use the Update block set the end of life date for an asset when the purchase date for the asset is set.
Wait block
The Wait block delays the execution of a workflow for a specified period to allow other workflow actions to complete, such as Update or API actions.
Integration workflow blocks
API block
You use the API block to interact with external vendor systems. For example, based on your organization's policy, you deactivate users in Oomnitza who don't log into a SaaS application for a specified period. To delete the user from the SaaS application, you can create an API workflow.
Tip
Asset and user extended integrations include presets. Presets are out-of-the-box actions that you can use in workflows to interact with vendor APIs.
Read the documentation to take advantage of the presets that Oomnitza offers to automate processes and reduce costs.
Vendor integrations
Apple Model
You use the Apple Model block to pull in complete, and correctly formatted Apple device model names based on the asset's serial number.
Dell
You use the Dell block to ingest information about Dell assets.
FedEx
Your use the FedEx block to retrieve information about FedEx shipments in Oomnitza such as the delivery status of a laptop that you ordered for an employee.
Freshservice
You use the Freshservice block to automatically create new tickets.
HP Warranty
You use the HP Warranty block to ingest warranty information for HP assets.
Jira
You use the Jira block to automatically create new tickets in Jira.
Lenovo Warranty and Device Info
You use the Lenovo Warranty and Device Info block to ingest information of the most recent active warranty for a Lenovo device based on its serial number.
ServiceNow
You use the ServiceNow block to automatically create incidents in ServiceNow when changes are made to assets or specific criteria is met in Oomnitza.
Zendesk
You use the Zendesk block to generate new tickets and update tickets. For example, you can automatically generate a Zendesk ticket when the status of an asset changes.
Other workflow blocks
Offboard Accessories, Assets, and Licenses
You use the offboard accessories, assets, and licenses blocks to automate the offboarding process for the people who leave your organization.
You use the Offboard Accessories block to offboard accessories and return them to the stockroom. You can also send a notification to the responsible parties in your organization.
You use the Offboard Assets block to change the assignment and the status of users' assets. You can also send a notification to the responsible parties in your organization.
You use the Offboard Licenses block to unassign all the software licenses that are assigned to a user. You can also send a notification to the responsible parties in your organization.
Update Child Records
You use the Update Child Records block to apply fields from a parent object to its child objects. For example, you can create workflows that enforce the assignment or location attribute of a parent object to its child objects.
Related articles
Getting started with workflows
Tutorial: Creating an offboarding workflow
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