Introducing workflows

Workflows 

You can use workflows to automate the onboarding and offboarding of employees, enforce security best practices, process tickets, interact with vendor APIs, and much more. 

Contents

1. Overview
2. Workflows page
3. Creating a workflow
4. Workflow actions
5. Configuring the Begin block
6. Creating the Automation blocks

Overview

Workflows comprise a series of blocks chained together. A workflow starts with a Begin block and ends with an End block.

Begin blocks look for specific changes in Oomnitza, such as the creation or modification of a field, or changes made to fields with date and time values. When an event occurs, the subsequent automation blocks are triggered, the specified actions are taken, such as sending email notifications, updating fields in an asset, making calls to external APIs, and much more.

Workflows page

You can create workflows for the following objects:

• Accessories
• Assets
• Contracts
• Desktop
• Locations
• People
• SaaS
• SaaS users

To create a workflow, click Configuration > Workflows, and then select the object such as Assets. 

By default, a few common workflows are included.  You can review these workflows to get an understanding of how they work and how they can be used.

Just click a workflow to check it out. 

Creating a workflow

Every workflow comprises:

• A Begin block
• One or more automation blocks
• An End block

To create a workflow, complete the following steps:

1. Click Configuration > Workflows and select an object. A list of the workflows that were created is displayed.
2. Click ADD +.
3. The Begin and End blocks are automatically added to the workflow canvas.
4. Click Blocks . In this scenario, the Update and Notification automation blocks are added to the canvas.
5. Drag and drop the Update and the Notification blocks onto the canvas.
6. Connect the blocks from the Begin block to the End block.

Workflow actions

1. Create a workflow that checks when an asset is 5 days from its end of life date.
2. Set the status to Retired.
3. Notify the asset's assignee and the IT team that the asset is nearing its end of life.

Configuring the Begin block

In the begin block you define the rules that trigger the workflow.

1. To edit the Begin block, click Edit .
2. Set the Actions to Schedule.
3. Click ADD RULE.
4. Select the End of Life Date field, select Days backward as the operator, and enter 5  for the number of days.
5. Click SAVE.

Creating the Automation blocks

In this scenario, the Notification and Update blocks are added as the automation blocks. 

Configuring the Update block

1. To edit the Update block, click Edit .
2. Click Add field.
3. Select Status and set the value to Retired.
4. Click SAVE.

Configuring the Notification block

Information page

1. To edit the Notification block, click Edit .
2. Enter a meaningful name for the Notification block.
3. Select Workstream, or Email, or both.

Recipients

You can choose one or more of the following options:

• Select a role from the Role list. For example, you can send the notification to users with an IT role.
• Enter the names of one or more users.
• Select a field in the record such as the Assigned to field.
• Enter the email addresses of the recipients.

Message

You can click to add metadata fields to the email subject line and the body text.

1. Enter the subject of the email.
2. Enter the body text.
3. Click SAVE.

Save, validate, and launch

1. Connect the blocks together.
2. Validate the workflow before you launch it. If any warnings or errors are detected, review your workflow, save it, and validate it again.
3. To check the progress of the workflow, click Run Logs.

Related articles

Workflow blocks

Configuring workflows

Creating workflows

Tutorials: Workflows