Creating workflows for Sage People users

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You'll get visibility of your Sage users by creating configurable workflows to automate tasks such as:

• • Workflows for getting a user's details
  • Workflows for getting employee details including absence balances, absences, bonuses, and salary
  • Workflows for getting a timesheet
  • Workflows for adding an employee's salary
  • Workflows for getting a SaaS user's role

Before you start

Creating workflows

Create user workflows

Sage Get User Details

Sage Get Absence Balances

Sage Get Absences

Sage Get Bonuses

Sage Get Employee Salary

Sage Get Timesheet

Sage Add Employee Pay Details

Create SaaS user workflows

Before you start

Before you can create the integration with Oomnitza, you need to have added your Sage credentials to Oomnitza. For further information, see Adding your Sage credentials to Oomnitza.

Creating workflows

Create user workflows

To create a user workflow, you must complete these steps:  

1. Click Configuration > Workflows 
2. Click Add (+) and select People from the list.
3. Drag and drop the API block onto the Sandbox.
4. Click Edit on the API block and enter Sage in the search field. 
5. Select a preset:
   • Sage Get User Details
   • Sage Get Absence Balances
   • Sage Get Absences
   • Sage Get Bonuses
   • Sage Get Employee Salary
   • Sage Get Timesheet
   • Sage Add Employee Pay Details
6. To choose a preset, click the forward arrow (>).
7. Select the credentials that you created in Adding your Sage credentials to Oomnitza.
8. Configure the API Block following the preset instructions below, and save your changes.
9. Edit the Begin Block and add rules to trigger the workflow. For example, if you set the Actions to Schedule and add a rule so that the Email Equals <EmployeeEmail> you can trigger a workflow to fetch a user matching a certain name on a specific date. Refer to Using the Begin block. 
10. Connect the Blocks. 
11. Save, validate, and activate your workflow.

Using the Get User Details preset

The Get User Details preset gets a Sage user, by User ID. You can configure the message payload by selecting Advanced Mode.

1. Select the Information tab. You will notice that the Sage Username is referenced in the property{{sage_user_id}}. You can create a user integration to retrieve this information before you run this workflow.
2. You can map the entire response by placing {{response}} in the Response field and mapping it to a custom long text Oomnitza field, such as API Response. Once you have the entire response, you can then parse the JSON response values to custom Oomnitza fields.   

   

For further information, refer to the Sage People API Documentation: Get Employee by Id.

Using the Get Absence Balances preset

The Get Absence Balances returns the absence balance of an employee, by User ID. When you select this preset, you will be asked to supply the Oomnitza fields you want to map the message response. To save time, we recommend you supply this information by selecting Advanced Mode.

1. Select the Information tab. You will notice that the Sage Username is referenced in the property{{sage_user_id}}. You can create a user integration to retrieve this information before you run this workflow.
2. You can map the response by selecting the appropriate Oomnitza fields to map the Absence Accrued, Time Off in Lieu, and Absence Carry Over.
   

For further information, refer to the Sage People API Documentation: Get Absence Balances.

Using the Get Absences preset

The Get Absences gets the absence details of an employee, by User ID. When you select this preset, you will be asked to supply the Oomnitza fields you want to map the message response. To save time, we recommend you supply this information by selecting Advanced Mode.

1. Select the Information tab. You will notice that the Sage Username is referenced in the property{{sage_user_id}}. You can create a user integration to retrieve this information before you run this workflow.
2. You can map the response by selecting the appropriate Oomnitza fields to map the Absence Start Date, Absence End Date, and Absence Duration.
   

For further information, refer to the Sage People API Documentation: Get Absences.

Using the Get Bonuses preset

The Get Bonuses preset gets the bonus details of an employee, by User ID. When you select this preset, you will be asked to supply the Oomnitza fields you want to map the message response. To save time, we recommend you supply this information by selecting Advanced Mode.

1. Select the Information tab. You will notice that the Sage Username is referenced in the property{{sage_user_id}}. You can create a user integration to retrieve this information before you run this workflow.
2. You can map the response by selecting the appropriate Oomnitza field to map the Bonus Amount.

For further information, refer to the Sage People API Documentation: Get Bonuses.

Using the Get Employee Salary preset

The Get Employee Salary preset gets an employee salary, by User ID. When you select this preset, you will be asked to supply the Oomnitza fields you want to map the message response. You can supply this information by selecting Advanced Mode.

1. Select the Information tab. You will notice that the Sage Username is referenced in the property{{sage_user_id}}. You can create a user integration to retrieve this information before you run this workflow.
2. You can map the response by selecting the appropriate Oomnitza field to map the Salary Amount.

For further information, refer to the Sage People API Documentation: Get Salaries.

Using the Get Timesheet preset

The Get Timesheet preset gets the timesheet of an employee, by User ID. You can configure the message payload by following the steps in the Get User Details preset.

For further information, refer to the Sage People API Documentation: Get Timesheets.

Using the Add Employee Pay Details preset

The Add Employee Pay Details preset adds new pay details for a single employee. When you select this preset you need to supply the Pay Period, Document Name, and Base64 Encoded Contents. You can also add this information by selecting Advanced Mode > Body. Your request should adhere to the format specified below.

{
  "data": {
    "period": "7",
    "additionalFields": [
    ],
    "document": {
      "name": "Sample.txt",
      "content": "U2FtcGxlIFRleHQ="
    }
  }
}

You can map a message response similar to the example in the Get User Details preset.

For further information, refer to the Sage People API Documentation: Add Pay Details.

Reference articles for workflows

• Mapping positive and negative responses
• Troubleshooting workflows 
• Using the API block

 Creating SaaS user workflows

You can create a Saas User workflow in Oomnitza using the Sage user role preset. This preset supplies you with the Role of your SaaS users.

Prerequisites

Before you create a SaaS user workflow, you should have already run your extended user integration and selected User plus SaaS User to populate the software entry in the Software > SaaS menu.

To create a Saas User workflow using the User Role preset, complete the following steps:

1. Click Configuration > Workflows 
2. Click Add (+) and select Software SaaS Users from the list.
3. Enter the name and a description of the workflow. 
4. Edit the Begin block by adding the rules that will trigger the workflow. For further information see SaaS User Roles.
5. Click the Blocks tab, and drag and drop the SaaS User Role retrieval block onto the canvas.
6. Click the Edit icon.
7. Enter Sage in the search field and choose the Sage User Role preset.
8. Click the right arrow >.
9. Select the credentials that you created in Adding your Sage credentials to Oomnitza.
10. Select the Deactivate User checkbox to deactivate the SaaS user in SaaS > Sage People > Users if they are not found in your Sage instance.
11. Click SAVE.
12. Connect the blocks.
13. Save, validate, and activate your workflow.

To view active Sage users in the SaaS Users UI, complete the following steps: 

1. Click Software from the menu.
2. Select the Saas tab, and select your software entry for Sage.
3. Click Users in the side pane.
4. The Role column will be populated with the user details to confirm that this user has been found in your Sage SaaS.

Reference articles for creating workflows

• Creating SaaS user workflows.
• Offboarding SaaS users.