Offboard Accessories block

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:

1. Click Configuration> Workflows.
2. Click Add and select Users from the Objects list. The Begin and End blocks are automatically added to the sandbox.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block. 
   1. 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.
   2. (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 [e-mail]
5. Click the Blocks tab, and drag and drop the Offboard Accessories block onto the canvas.
6. 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

Note
Depending on the type of workflow block, the information displayed on the INFORMATION tab might vary.  

Initiator. The user who runs the workflow. Workflows can also be triggered by integrations, imports, API create and update record calls, and user actions such as creating and updating records. In such cases, the initiator is the user who created the workflow.

Roles. The primary role - or the first role - that is assigned to users. (That is, the role that is assigned to the user in their record on the People page.)  Emails aren’t sent to secondary user roles.

Fields. Select one or more fields to send notifications to users referenced in fields such as Contact person.  For example, if you have a field called Manager that references an email address, ensure the email address is valid and follows the correct format, for example, [e-mail].

Users. The users who are added to Oomnitza and listed on the People page.

Emails. External users email addresses. External users cannot receive notifications or complete surveys. 

Send a single email. You can send an email to each user, or send a single email to the email addresses added on the RECIPIENTS tab and CC the users added to the CC tab. If you chose to send notifications on the INFORMATION tab, notifications are sent to users who are added to Oomnitza. External users do not receive notifications.

An email notification will be sent by the Offboard Accessories block to the user specified in the Recipients tab. The email address of the user will be extracted from the value stored in the Created By field as demonstrated in the example. The workflow Begin block will determine from which record the value will be taken.

 

The user's email in the Created By field must contain a valid email address to deliver successfully.

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

1. Click Save and connect the blocks
2. Validate the workflow and Activate, so that the workflow is now live in your system.
3. 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