Workflow Automations

Customize automatic routines with Factorial Enterprise Plan.

For this feature to be available, you must activate the Enterprise Plan.

Where can I find Workflows ? 📍

  • Company
  • Workflows

How do I create my first workflow automation? 🔧

Simply click the "+" button above in the right frame.

1. Add a Trigger

A trigger is a process that is executed when a defined condition is met.

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 document-related triggers:

  • When a document is created
  • When a document is made visible
  • When a document is updated

In this example, we will choose the trigger when a document is created.

What we want to achieve with this workflow automation is that when the head office in Barcelona uploads a particular type of document, it only reaches the employees in Barcelona.

2. Add Blocks: Conditions and Actions

💡When creating your workflow, you are not limited to to only one condition. You may add multiple conditions. Conditions will always work as long as they differ in their type. You may not add two or more of the same type of conditions. 

⚠️However, there may only be one action assigned to a workflow. 

Example : Successful Case✅

  • Trigger : Send a notification
  • Condition 1Team < Sales
  • Condition 2 : Type of leave < Sick
  • Action : Email to administrator 

☝🏽This process will work because both conditions are different types. 

Example : Unsuccessful Case🚫

  • TriggerSend a notification
  • Condition 1 : Type of leave > Compassionate
  • Condition 2 :  Type of leave > Sick
  • Action : Email to the administrator
☝🏽This will NOT work because the type of condition is the same (type of leave).

Once the trigger is created, it's time to add blocks. In the blocks you will have the possibility to filter the conditions and actions.

In this example we will add the action Send an e-mail to all the users of 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.

Once the action is completed, you can add a condition or a 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 upload Hellen the CEO, since he is the director of the Barcelona office. Therefore, the trigger will act when Hellen the CEO adds a document, and a notification will arrive to the Barcelona office employees.

3. Save Your Workflow Automation and Activate It

Once the workflow is ready for automation, we will need to save the changes and modifications made. To do this, click on the button at the top right "Save Changes". It is important to save the process so that you don't lose the configuration of your workflow.

Once you want to start the generated workflow automation, you will have 2 ways to do so:

  • From the general view of the generated workflow automation.
  • From the detailed view of your workflow automation, in this case Barcelona Office Doc.

Once activated, the trigger will be released with the configured actions and conditions.

What happens once a document is uploaded?

Once Hellen the CEO has uploaded a document from Company > Files, employees in the Barcelona office will be notified by email that they can view the document.

This way, you can keep your employees informed about the documents you want to upload to your company account.