It turns out that you have to upload a document in Factorial, and you want to notify your employees about it. It is a document that concerns a certain number of employees, in this case, employees from the Barcelona office, and you would like to notify them by e-mail that they have the document available in Factorial. It is not practical to notify one by one the employees that they have the document ready in the platform, and it is also not efficient to create a chain of communications between managers to let their employees know that the document is available, because you do not have enough control that the information will reach everyone.
For this kind of problem, we offer you a solution! With Factorial's new Workflow Automations system, notifying your employees or approving docs will be easy as pie. You will be able to reach as many employees as you want, or the other way around, only sending notifications to a small group of employees.
Where do I find the automatic workflow functionality? 📍
To have this functionality available, you must activate the Enterprise plan of HR Factorial.
In order to start creating automated workflows, simply as an administrator, you must go to your Company Settings > Workflows.
How do I create my first workflow automation? 🔧
Creating your first workflow automation for your company will be easy, don't worry.
You will see that your workflow section is empty, but you can fill it up little by little. Simply click the "+" button above in the right frame, and we'll start the first workflow automation.
1. Add a trigger 🔫
Our workflow automation system allows you to choose different triggers. In our example, we will focus on document triggers.
When you add a new workflow, it will allow you to choose 3 triggers related to documents:
- When a document is created
- When a document is made visible
- When a document is updated.
Then, you will see more options that will be available soon.
These three initial options are called triggers. A trigger is a process that is executed when a set condition is fulfilled.
In this sample, we will choose the trigger when a document is created.
What we want to achieve with this workflow automation is that when Barcelona's director office uploads a particular kind of document, it only reaches the employees in Barcelona.
2. Add blocks: conditions and actions 🗒️
Once we have the trigger created, it's time to add blocks. In the blocks, you will have the option to filter conditions and actions.
In this sample, we will add the action Send email to all users in an office.
We will simply have to fill in the field of which office the action refers to, which in this case we will mark the Barcelona office.
When you have the action completed, you can add a condition or filter.
To add a condition or filter, simply click on the "+" button between the trigger and the action.
In this example, we will add the condition that the document uploader Mateo the CEO, since he is the director of the Barcelona office. Consequently, the trigger will act when Mateo the CEO adds a document, and a notification will arrive to the employees of the Barcelona office.
3. Save your workflow automation and activate it 💾
Once we have the workflow automation ready, we will have to save the changes and modifications done. To do this, click on the button at the top right "Save changes". It is important to save the process in order to not lose the configuration of your workflow.
Once you want to start the workflow automation generated, you will have 2 ways to do it:
- From the general view of created workflow automations.
- From the detailed view of your workflow automation, in this case, Barcelona Office Doc.
Once it has been activated, the trigger will be released with the configured actions and conditions.
What happens once a document is uploaded?
As soon as Mateo the CEO has uploaded a document from Company > Files, employees in the Barcelona office will be notified by e-mail that they can view the document.
In this way, you will be able to keep your employees informed of the documents you want to upload to your company account.