Creating a workflow using a decision block

Use the Decision block to prompt Oomnitza users to decide on a certain action, such as confirming ownership of an asset. You can include a link to a survey to capture additional information, such as the model number of an asset. You can then trigger workflow actions based on the user's response.

Receiving and responding to surveys

For users to receive and respond to surveys, they must be Oomnitza users. You can send surveys by email, or by sending a notification, or both. When users receive a notification, they can open the notification message and respond to the survey. For users to receive notifications, they must have read access permissions to notifications. By default, the include record link is enabled on the Information tab of the Decision block. You might want to disable the link because users must have access to the object that is referenced to open the link.

Creating a workflow
Add a survey to a decision block
Configuring the decision block
Capturing survey data using the update block
Running the workflow

Creating a workflow

Before you begin working with the decision block, you must create a workflow.

From the menu, click Configuration > Workflows.
Click Add (+).
Search for or select an object.
Enter the name and a description of the workflow.

Add a survey to a decision block

Add the survey to your decision block to get information from users.

Follow the steps in Creating a survey to add a survey to the decision block. You must create the survey in the same workflow as the decision block.

If you don’t want to add a survey, go to Configuring the decision block.

Note
Only the recipients that are specified in the Decision block can submit surveys, and the users must be Oomnitza users because they must log in to their Oomnitza instance to complete the survey.

Configuring the decision block

Click the Blocks tab, and drag and drop the Decision block onto the canvas.
Click Edit .

Information tab

Enter a descriptive name for the decision block, such as Check license usage.
Select send Notification, or Email, or both.
By default, Include Link is selected. This means that the workflow will automatically include a link to the record targeted by the workflow in the email notification you create in the Recipients tab.
Specify a timeout for the approval.

Tip
You can add a Notify block to your workflow to remind the user to submit their response before the timeout period has elapsed.

Recipients tab

On the Recipients tab, add the name of the user, or group of users, who will receive the email. Choose one of the following options:

Recipient	Details
Initializer	The person who runs the workflow.
Owner	The person who changed or created the record targeted in the begin block.
Role (Primary only)	A group of users assigned to a role, such as employees. When sending notifications based on user roles, the user's primary role—that is, the first role assigned to the user—is targeted. This means that if a user has a primary role of 'Compliance' and a secondary role of 'Security', and you send a notification to the 'Security' role, the user will not receive it unless 'Security' is their primary role. Notifications are sent only to the primary role associated with a user, regardless of any other roles they might have been assigned.
User	The email address of Oomnitza users.

Message tab

In the Message tab, create the message that will comprise the email subject and body.

Add a message subject and body. To include metadata fields, click .
In the Decisions section, supply the following:
1. The Decision button label, or the name of the buttons that are displayed in the email, such as Approve and Reject.
2. Optional. Linked Survey: The survey that the user is directed to. For example, if a survey is linked to the Approve decision button, that means that the user will be directed to the survey when they click Approve.
3. The decision output in the case that the workflow is successful (Positive) or unsuccessful (Negative). For example, if the Approve button follows a Positive path, that means that the workflow will proceed in a positive path (indicated by the green check mark at the bottom of the workflow) when Approve is clicked.

Note
To configure the email header and footer, click Configuration > General > Global Settings. Change the key values for the email.header and email.footer. Learn more

Next step

Add your positive and negative exits to the block. For example, you may wish to add:

A Conditional Threshold block to update a user’s status based on the input. For example, you want to update the user’s status to Offboarding or Active.
An Update block to capture survey data. Refer to Capturing survey data using the Update block.
An API block to perform a certain action such as offboarding from Jira or Google Workspace.
An Offboard Licenses, Offboard Accessories, or Offboard Assets block, to unassign the user from a device or software license.
A Notify block to inform the user that the offboarding process has begun.

Capturing survey data using the update block

If you haven't added a survey to your decision block, skip this section and go to Running the workflow.

You can capture data from the survey and add it to Oomnitza using the update block. For example, if the survey requests the user’s Department and Manager Name, you can add the information to Oomnitza as follows:

Drop the Update block onto the canvas.
Click the Edit icon.
Click + Add field
Ensure that Coding is selected
Select the field you want to update from the list.
Select the variable that holds the data you want to assign to the field by clicking . You can also access the variable by typing "wf" directly into the code editor.

Fig: An example of an update block that captures the user's input in the Department Name and Manager Name variables and passes the values to the corresponding Oomnitza fields.

Fig: An example of a decision workflow that queries Jira usage and captures pertinent user information. If the user rejects the survey, or does not provide a timely response, they are offboarded in Jira

Running the workflow

Click Save and connect the blocks.
Edit the Begin block.
1. From the Actions dropdown, select when your workflow is triggered. You can trigger workflows to run when a record is new, edited, archived, or at a specific time by selecting Schedule.
2. Optional. In the Rule criteria section, add a rule to trigger the workflow. For example, the Offboarding Date is the Current Date, or the Email address is helen.troy@oomnitza.com
Validate the workflow and Activate, so that the workflow is now live in your system.

Result

When the workflow is triggered, an email notification is sent to the targeted users prompting them to make a decision and if required, complete a survey (as shown in the screen capture). The user will need to log in to the Oomnitza instance to complete the survey.