Workflow rules can be created via Command that will allow certain system events to raise triggers to which administrators can wire actions when certain conditions are met.
Example Use Cases for Workflows
Example 1: Vulnerable Users
Not only does the workflow allow notifications to be sent to the user who has checked-in, but also anybody else who would benefit from knowing they are checked-in. For example, if a specific vulnerable user checks in and/or checks out, a notification could be sent to a member or members of a wellbeing team.
Example 2: Lone workers
For lone workers who use a check-in timer, it could be useful from a safeguarding perspective for supervisors and other colleagues to receive a notification not only if they check-in/check-out, but also if their timed check-in expires or reaches reminder or escalation stage.
As the workflow feature grows as further triggers, conditions and actions are added, there will be many other use cases and groups of users who will benefit from the increased flexibility that they provide.
To view the Workflow Rules currently set up in your site:
- Click on Admin -> Workflow -> Workflow Rules (the screenshot below is for illustration purposes)
Existing workflow rules which are enabled have a blue icon.
Existing workflow rules which are disabled have a grey icon.
You can click on an existing workflow rule to view it.
To add a new workflow rule:
- Click the plus icon
- When creating a new workflow, there are five main steps
The first step defines your workflow. Here is where you give the workflow rule a name, a short description of the rule and you can set it to enable or disable.
To define the Workflow:
- Enter the name of the workflow in the Name field
- Enter in a short description of the workflow in the Summary field
- Select the state of the workflow by toggling the Enabled State switch
- Click the Next button to save and progress to the Select Trigger menu, otherwise click on the X to discard and close the editor.
Triggers are system events that an action can be wired to in response. You must select a trigger at this step to continue with the workflow rule set up.
The set of triggers that you can select from are :
- Checked-in user entered region(s)
- Checked-in user exited region(s)
- Timed check-in first reminder issued
- Timed check-in second reminder issued
- Timed check-in de-escalated
- Timed check-in escalated
- User checked in
- User checked out
To select the trigger:
- Click on the drop-down for Trigger this rule when
- Select the trigger from the menu
- Click the Next button to save and progress to the Specify Conditions menu, otherwise click on the Back button to go back to the Define menu.
Conditions are applied to a trigger which must be met in order for the workflow to run.
The set of conditions that you can select from are:
- Restrict to a specific user
- Restrict to a specific user group
- Restrict to a specific region
- Restrict to a specific region group
- Restrict to only execute within a specific time period, that may repeat every N days
Note: Some conditions are only available for certain triggers that give them enough information to execute.
Important: More than one condition can be applied, but they all need to pass, in order for the actions to be executed. So for example, multiple conditions added with different users specified would never work.
To specify conditions to the workflow:
- Click on the drop-down for Add a new condition
- Select the condition from the menu
- If you need to add additional conditions, click on the drop-down for Add a new condition
- Select the condition from the menu
- Once you have added in the conditions for the workflow, click the Next button to save and progress to the Add Actions menu, otherwise click on the Back button to go back to the Select trigger menu.
Add actions allows you to dictate which actions occur. You must select one or more actions to run, and multiple actions can be run sequentially with optional delays in the sequence.
The set of actions that you can select from are:
- Send notification to a specified user group (or all groups the triggering user was in)
- Send notification to a specific user (or the triggering user).
- Insert a delay (in minutes) before continuing the execution of other actions.
- Send a pre-configured SMS notification to user group supervisors of all groups the triggering user was in (currently only available for the “Timed check-in second reminder” trigger).
Note: Some actions are only available for certain triggers that give them enough information to execute.
To add actions to the workflow:
- Click on the drop-down for Add a new action
- Select the action from the menu
- Select the Notification template from the drop-down menu
- Select which user/user group will receive the notification
- To add additional actions, click on the drop-down for Add a new action
- If the workflow only requires one action, you can go to Step 7.
Optionally, you can add additional actions or even set up a delay between actions (the screenshot below is for illustration purposes)
- Once you have added in the actions for the workflow, click the Next button to save and progress to the Confirmation screen, otherwise click on the Back button to go back to the Conditions menu.
After you have added in your actions, you will be presented with a screen that allows you to view the workflow rule that you have created and gives you the option to save, modify or cancel the creation of the workflow.
On the Confirmation screen:
- To save your workflow click on the Save icon
- To go back a step to the Actions menu, click on the Back button
- To cancel the creation of your workflow and discard the changes completely, click on the Cancel button.
For more information about viewing, editing or deleting workflows or to learn more about how these can be applied (there are some examples below), please contact your Customer Success Manager.