Examples:
- Sick Leave Requests
- Holiday or PTO Requests
- Bereavement Leave
- Wedding Leave
- Etc.
Problem Description:
Anna is an HR manager in a large hotel. She needs to ensure adequate staffing in advance for busy weeks. All current leave requests are handled through paper forms or phone calls.
Anna gets frustrated because…
- She spends 2 hours every week processing leave requests from her team on paper.
- Even when people submit their requests well in advance, it takes too long to approve the request and plan for the absence.
- Unplanned leaves cause problems with staffing.
Workflow:
Steps to create this workflow
1. Go to the “Dashboard” and click on “Toolbox”, then “Workflows”.
2. Click on “Create new Workflow” if this is the first workflow in your tenant or “Add New” if there are already some workflows.
3. In the “Workflows settings“ panel enter the workflow name and optionally add a description.
4. Then click on the “Add a Trigger” placeholder to add a trigger.
5. Select “Form submitted” from the trigger list and click on “Add”.
6. Within the panel on the right side, in the field “Form name” select the Form which should trigger the workflow.
7. Then click on the “Add an Action”.
8. Select an Action: “Get form answer” and click on “Add”.
We are going to retrieve the person that the employee selected as their manager.
9. Choose the form question and answer from the submitted ‘Leave Request’ form.
10. Click on the “+” below the action to add the next step.
11. Select an Action: “Retrieve user profile data” and click on “Add”.
This step allows to get more information from the selected user’s profile such as: first and last name, role, user email, user name, # of comments, # of likes, # of posts, last activity date, profile creation date…etc. You can reference these fields in the further steps of the workflow, for example to create a dynamic file name or address the chat message or email.
12. Fill in the fields in the panel on the right side:
Beekeeper user ID(s) - enter the ID of the person who should receive the chat message. To select the ID of the form submitter use the Magic Variables on the left or type their name directly.
13. Click on the “+” below the action to add the next step.
14. Select an Action: “Convert form submission to a PDF” and click on “Add”.
15. Fill in the fields in the panel on the right side:
-
- Submitted form - use Magic Variables to enter the submitted form.
- Submitter profile data - using this field you can add the details of the person who submitted the form to the generated PDF file: user full name and the avatar picture.
- Page format - select A4 or Letter.
- File name - you can enter a static name or use the Magic Variables. When you leave it blank, the file name will display the form submission ID. Remember that if you are planning to upload this file to the document library, the file name has to be unique.
16. Click on the “+” below the action to add the next step.
17. Select an Action: “Send a chat message” and click on “Add”.
18. Fill in the fields in the panel on the right side:
-
- Send to - you can select the form answer from the previous step as a magic variable to send a chat message to the manager of the form submitter.
- Message - type the chat message.
- File attachment(s) - using Magic Variables, select “Generated PDF file key” from the previous step in order to attach the submitted form in a PDF format to the chat message.
19. Click on the “+” below the action to add the next step.
20. Select an Action: “Send Request and Branch on Approval Status” and click on “Add”.
21. Fill in the fields in the panel on the right side:
-
- Requested by - If you want to see the requests and have the Workflow Automation Bot send them on your behalf, choose your name or the form requester’s name through the Magic Variable ‘form submitter’ so the employee can follow the progress of their request.
- Approvers - you can assign the request to a specific user by selecting them from the dropdown or use Magic Variable to select the user from the previous steps. In this case we will add the employee’s manager as an approver and choose ‘form answer’. You can select up to 5 approvers.
- Title/task description - enter the title and the task description. You can enter a static text or use the Magic Variables to reference fields from preceding steps i.e. the form name, the time of submission...etc.
22. Click on the “+” below the action to add the next step.
23. Select an Action: “Convert form submission to a PDF”
Repeat the same steps as above, and choose the Magic Variable “Approvers” so the approvers’ names and approval status will show up in the PDF.
Do this for both branches “Approved” and “Rejected”.
24. Select an Action: “Send a chat message” and click on “Add”.
25. Fill in the fields in the panel on the right side:
-
- Send to - you can select the user to send a chat message or use a variable to reference a user from the previous steps. In this case we want to send a chat message to the user who submitted the form and we will select him/her using a Magic Variable.
- Message - type the chat message. It should be different if their request has been approved or rejected.
- File attachment(s) - using Magic Variables, select “Generated PDF file key” from the “Convert form submission to a PDF” step in order to attach the submitted form in a PDF format to the chat message.
26. Validate and save your workflow.
Now that your entire workflow is ready you can validate the trigger and each action and save if everything is correct. The system will not let you save the workflows in case something is missing or not correct.
Correctly updated trigger and actions will have a green checkmark:
Incorrectly updated trigger or actions will have a red cross and the field which is not updated will be highlighted in red:
27. When the trigger and all actions have a green checkmark, you can save the workflow.
28. Then you can flip the toggle to activate it.
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