The Offboard Accessories block enables you to automate the accessories offboarding process. Use the block to unassign the accessories, create a notification, and return them to their originating stockroom location.
Prerequisites
You have a single user, or a number of users, that have been assigned or loaned accessories, as shown below.
Creating the workflow
Note
This block is only available when you create a Users workflow.
To create an Offboard Accessories block, complete the following steps:
- Click Configuration> Workflows.
- Click Add and select Users from the Objects list. The Begin and End blocks are automatically added to the sandbox.
- Enter the name and a description of the workflow.
-
Edit the Begin block.
- From the Actions dropdown, select when your workflow is triggered. You can trigger your workflows to run when a record is new, edited, archived, or at a specific time by selecting Schedule.
- (Optional). In the Rule criteria section, add a rule so that your workflow is triggered only when a certain criterion is met. For example, the OffBoarding Date equals the Current Date, or an Email equals janedoe@oomnitza.com
- Click the Blocks tab, and drag and drop the Offboard Accessories block onto the canvas.
- Click the Edit icon.
Information tab
In the Information tab, select the following:
- Offboard Assigned Accessories, Offboard Loaned Accessories to return assigned accessories or loaned accessories, or both.
- Return to Stockroom to return the accessories to their originating stockroom. If you do not select this option, the accessories you specified above are not offboarded.
Recipients tab
In the Recipients tab, enter the recipients of the email notification. You have the option to select one or more of the following:
Recipient | Details |
Role (Primary only) |
Choose one or more roles to send notifications to users with those roles. For instance, you might want to notify all Employees and Administrators in the organization. When sending notifications based on role, the system exclusively targets the user's primary role—that is, the first role assigned to the user. 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. Therefore, notifications are only sent to the primary role associated with a user, regardless of any other roles they may have been assigned later on. |
Fields |
Select one or more fields to send the notification to a user referenced in a field value. For example, select Created By to send the notification to a user whose email is referenced in the Created By field. When you run the workflow, all users identified in the workflow trigger (i.e. all offboarded users) with an email referenced in the Created By field will be emailed. You must make sure that the email address is valid and adheres to the proper format, i.e. oomnitzauser@email.com, otherwise, the notification will fail to send. |
Users | Type the names of Oomnitza users you want to notify. Make sure they are added to the People page in Oomnitza; otherwise, the usernames won't populate. |
Emails | Select this option to send notifications to users outside of Oomnitza, such as personal email addresses. Unlike the Users option, you are not limited by any email you can enter in this field. |
Message tab
In the Message tab, create your message. To add metadata fields, click Add Metadata. You can create the body of the message using plain text or HTML.
Note
You can configure the header and footer of the email by configuring the email.header
and email.footer
variables in the Global Settings table. Click Configuration > General > Global Settings.
Launching the workflow
- Click Save and connect the blocks
- Validate the workflow and Activate, so that the workflow is now live in your system.
- Your workflow is triggered once the criteria specified in the Begin block are met.
Result
Based on the criteria specified in the Begin block, the workflow sends an email to the defined recipient(s). If the Return to stockroom option is enabled and the accessories are on loan or assigned, they are offboarded or returned to their originating stockroom.
Returned accessories appear in the revised transaction count in the originating stockroom. For example, if one accessory was returned to a stockroom the accessory count for that stockroom should increase by one after the workflow is run. If the accessory was previously new, it is returned as a used accessory.
1 / 2: Zurich Stockroom before Offboard Accessories block is run
2 / 2: Zurich Stockroom after the block is run showing returned accessories
You can also view returned accessories by navigating to the user record in the People menu. Select the accessory in the Accessories page to view the return history.
User record after the block is run displaying returned (previously assigned) accessories
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