Offboard Assets block

The Offboard Assets block enables you to automate the asset offboarding process. Use the block to unassign the asset and notify a user or users of the action.

Prerequisites

You have a single user, or a number of users, that have been assigned assets.

Creating the workflow 

Note 
This block is only available when you create a users workflow.

To create an Offboard Assets block, complete the following steps:

1. Click Configuration > Workflows and click Add (+).
2. Select People from the list.
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 or rules 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 Assets block onto the canvas.
6. Click the Edit icon.

Information tab

In the Information tab, select the following:

• Asset Type (Optional). Use this option to filter the type of asset you wish to offboard, such as laptops. You must ensure that all of your assets identified in the workflow trigger have an Asset Type populated before running this workflow. If you do not select any option from the Asset Type dropdown, assets identified in the workflow trigger that have an Asset Type with null and non-null values will be selected. 

  Tip
  If you want to bulk update or clean the data in your Asset Type fields, use the Update block.

• Set Status to (Optional). Use this option to change the asset status. If you do not want to change the status, ensure that No changes is selected (default).
• Assign to (Mandatory). Supply the name of the Oomnitza user to who you will reassign the asset, such as an IT admin. You need to supply this option, otherwise, the workflow may fail to offboard successfully.

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.

 

1 /  2: Offboard Assets block which sends an email notification to a user identified in the workflow trigger. The user's email will be taken from the Created By field.

 

2 / 2: 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) and the assets are reassigned to the user specified in the Information tab of the asset block.

User record after the block is run. All assets have been successfully reassigned.