[ENG] Workflows: Your Automated Assistant (A Simple Guide)

What is a Workflow?

A Workflow is like setting up a simple, automatic rule in the system. Instead of manually checking every trip and sending every email yourself, you teach the system to follow this instruction:

"If THIS happens (the Trigger), and if THESE things are true (the Conditions), then do THAT automatically (the Action)."

For example: If a trip is created (the trigger), and if the employee is traveling to a non-EU country (the condition), then automatically send an email (the action) with the following information.

Workflows save you time by handling repetitive tasks, like sending welcome emails, reminders, or necessary documents, completely on their own.

When you go to the Workflows tab, you have two choices:

1. System Workflows: These are the standard, basic instructions the system already uses (like sending a trip confirmation after booking). You usually can't change these much.

2. Custom Workflows: These are the specific instructions you get to create from scratch!

How to Build Your Own Workflow (Step-by-Step)

To create a custom workflow, you need to define the Trigger, the Conditions, and the Action.

Step 1: Start and Name It

1. Go to Workflows > Custom Workflows.

2. Click "Create Custom"

   

3. Give a simple, clear Name for easy reference (e.g., "Send Risk Email for non-EU Trips").

Step 2: Set the Trigger (The "WHEN")

This is the event that makes the workflow wake up and check its instructions.

• Trip Events: You can make it run when a change is made to a trip (e.g. a trip being created or canceled).

• Time-Based: You can make it run every hour, day, week, or month.

• Social Security Certificate: You can make it run if Social Security Certificates are created or requested.

  

Step 3: Set the Conditions (The "FOR WHO/WHAT")

This is the rule that decides if the workflow should actually run. If the rules aren't met, the workflow stops. You can set rules about the person, the trip, or both.

 

Condition Type	Simple Explanation	Examples
User Rules	Checks information about the traveler.	"Only run for people whose Job Title is 'Manager'."
Trip Rules	Checks information about the trip itself.	"Only run for trips to a specific Country." or "Only run if the Trip Duration is more than 10 days."

 

Step 4: Define the Action (The "DO THIS")

This is what the system will do if the trigger happens AND the conditions are met. Usually, the action is sending an email. In this case, you would need to customise the following:

1. Who Gets the Email? (Recipients): You choose who receives the email (e.g., the Traveler, their Manager, or a specific team).

2. What to Attach? (Attachments): You can attach files automatically (like a Health Insurance document or a Safety Guide).

3. Write the Message: You can write the Subject and the main email Message.

• Fixed Text: Type what you want (e.g., "Hello, please read this.").

• Placeholders (Magic Tags): These are like little tags you insert (e.g., {{traveler_name}}). The system replaces the tag with the correct information (like the person's real name) when the email is sent.

Step 5: Save and Activate

Click "Create Workflow."

The workflow is now turned ON. It will wait for the trigger and conditions to be met, and then it will do the action all by itself!

💡 Illustrative Example: Non-EU Country Travel Documents

Let's imagine you need to automatically send a visa requirements checklist and a special insurance form to the traveler's manager whenever an employee books a trip outside of the EU.

By setting this up, the manager gets an instant notification and all the necessary forms for any trip requiring extra documentation, all without manual effort!