Workflows

Purpose

Workflows are time-controlled tasks of the system: at a set time the system automatically sends an email, for example a reminder about the weekly check or a due regular meeting, or it calculates the Team Barometer. You switch each workflow on or off individually and set when it runs, which email template it uses and who receives the email.

Who can see this?

Administrators only. Open Settings and select the Workflows tab. The tab appears only for the Admin role. You define the texts of the emails in the Templates tab under Emails and templates.

Layout

1. Workflows – Opens the table with the twelve workflows of your company. Only administrators see this tab in Settings.
2. Workflow – Gives the name of the workflow as the system template defines it. Each row is one workflow, and the name cannot be changed.
3. Time – Shows when the workflow runs, for example “Mon., 08:00”. The time is in UTC. A deactivated workflow shows its stored time greyed out, and a workflow that has never been switched on shows a dash (–).
4. Email template – Shows the name of the template whose text the workflow sends. The entry is greyed out for a deactivated workflow, and a dash (–) appears for a workflow that has never been switched on.
5. Enabled – The checkbox switches the workflow on or deactivates it. A click takes effect at once, and deactivating deletes nothing: the settings of the workflow are kept.
6. Actions – The pencil icon opens the Edit workflow dialog for the row. There you change the time, the template and the responsible value of the workflow.

The workflows

The table shows twelve workflows. The names of the workflows appear in German in the app. The column “Time when enabled” gives the preset that the system sets when you switch a workflow on for the first time. Who receives the email depends on the Responsible value (see Responsible and recipients); the table names the default.

Workflow	Time when enabled	Who receives the email, what happens?	More
Erinnerung an den Wochen-Check (Arbeitssituation) (reminder about the weekly check)	Mon., 08:00	All users with the User role receive a reminder about the weekly check.	SituationFit and Weekly Check
Team-Barometer berechnen und Team-Leads informieren (calculate the Team Barometer and inform team leads)	Mon., 12:00	For every team with at least two members, the system calculates the Team Barometer of the most recently completed calendar week and informs the team leaders of the teams for which a Team Barometer was produced by email. Teams without a current team analysis and teams with too few answers get none. If a team leader owns several of these teams, the team leader receives one email per team.	Team Barometer
Erstellung einer Team-Analyse (creation of a team analysis)	Mon., 08:00	All users with the Admin role receive a reminder to create a team analysis (Responsible HR manager, the default). With Team lead, the team leaders of the company’s teams receive the reminder.	Team Analysis
Erinnerung an die Auswahl eines Buddy für ein Onboarding (reminder to select a buddy for onboarding)	Mon., 08:00	All users with the Admin role receive a reminder to select a buddy in onboarding for a new member (Responsible HR manager, the default). With Team lead, the team leaders of the company’s teams receive the reminder.	–
Erinnerung Mitarbeitergespräch an Team-Lead (employee interview, to the team leader)	Mon., 08:00	Team leaders with due employee interviews in one of their teams.	Regular meetings
Erinnerung Jahresgespräch an Team-Lead (annual review, to the team leader)	Monthly on day 1, 08:00	Team leaders with due annual reviews in one of their teams.	Regular meetings
Erinnerung Zielgespräch an Team-Lead (target meeting, to the team leader)	Monthly on day 1, 08:00	Team leaders with due target meetings in one of their teams.	Regular meetings
Erinnerung Entwicklungsgespräch an Team-Lead (development discussion, to the team leader)	Monthly on day 1, 08:00	Team leaders with due development discussions in one of their teams.	Regular meetings
Erinnerung Mitarbeitergespräch an Mitglied (employee interview, to the member)	Daily, 07:00	Members with an appointment for their employee interview within the next 7 days.	Regular meetings
Erinnerung Jahresgespräch an Mitglied (annual review, to the member)	Daily, 07:00	Members with an appointment for their annual review within the next 7 days.	Regular meetings
Erinnerung Zielgespräch an Mitglied (target meeting, to the member)	Daily, 07:00	Members with an appointment for their target meeting within the next 7 days.	Regular meetings
Erinnerung Entwicklungsgespräch an Mitglied (development discussion, to the member)	Daily, 07:00	Members with an appointment for their development discussion within the next 7 days.	Regular meetings

Each workflow uses one email action. The table of actions shows which one. All regular meeting workflows of a role use the same action; the variable {meetingType} supplies the name of the conversation type.

Functions

Switch on a workflow

A workflow only sends emails if it is switched on for your company. The system checks all switched-on workflows of all companies every hour and runs the ones that are due. Who receives the email follows from the users and teams of your company, which you maintain under Users and Teams and permissions. Only administrators can switch workflows on.

1. Open Settings › Workflows.
2. In the row of the workflow, tick the checkbox in the Enabled column.
3. Use the pencil icon to open the Edit workflow dialog and check whether the time and the template suit you.

If the workflow has never been switched on, the system creates it immediately. It sets the time from the table above and preselects a template of the matching action, if one exists. A deactivated workflow runs again at its stored time, with its stored template and Responsible value. Switching on sends no email; the first email goes out only at the next due time. You can switch the workflow off again at any time.

Next: Emails and templates for the texts of the emails, Time and time zone for the time of day.

Switch off a workflow

Switched-off workflows are only deactivated, never deleted. The system skips them at its hourly check. The automatic reminder is then dropped, as is the automatic calculation of the Team Barometer, until you switch the workflow on again. The system does not catch up on missed runs. Only administrators can switch workflows off.

1. Open Settings › Workflows.
2. In the row of the workflow, clear the checkmark in the Enabled column.

The system does not ask for confirmation and sends no email. The workflow stays in the table, its time and email template appear greyed out, and it no longer sends emails. Time, email template and Responsible value stay stored. With the checkmark you switch the workflow on again, and it then runs at its stored time.

Edit workflow

With Edit workflow you set when a workflow runs, which template from Emails and templates it uses and who receives the emails. The settings apply to the whole company. Changes take effect from the next run; emails that were already sent do not change. Only administrators can edit workflows.

1. In the row of the workflow, click the pencil icon in the Actions column.
2. Set the fields that the dialog shows below the name of the workflow.
3. Click Save, or Cancel to close the dialog without changes.

1. Edit workflow – The dialog title shows below it the name of the workflow you are editing. The name itself cannot be changed here.
2. Frequency – Determines how often the workflow runs. Depending on the choice, the fields Day of week, Month and Day appear; Hour and Minute set the time of day in UTC.
3. Email template – Selects the text the workflow sends. The list offers only templates that match the email action of the workflow, and the field must be filled.
4. Responsible – Determines who receives the emails of this workflow: HR manager, Team lead or User. The dialog offers only the matching values for each workflow, and the change applies to all following runs.
5. Cancel and Save – Cancel closes the dialog without changing anything. Save applies the settings without sending an email and leaves a deactivated workflow deactivated.

Field	Values
Frequency	Daily, Weekly, Monthly or Yearly.
Day of week	Sunday to Saturday; only for Weekly.
Month	January to December; only for Yearly.
Day	1 to 31; only for Monthly and Yearly.
Hour	00 to 23.
Minute	00 to 59.
Email template	The templates of the workflow’s action, possibly including default templates supplied by the system.
Responsible	The values for each workflow from Responsible and recipients; the value of the workflow is preselected.

If the workflow has never been switched on, Save creates it with the selected values and switches it on. To switch a deactivated workflow back on, tick the checkbox in the Enabled column. For a workflow without a matching template, first create a template with the right action under Emails and templates.

Responsible and recipients

The Responsible value decides who receives the emails of a workflow. The recipients are determined anew at every run from the users and teams of your company: administrators come from the role in Users, team leaders from the entries in Teams and permissions. You can only choose for the buddy selection and the team analysis; for all other workflows the dialog offers exactly one value. You can change the setting at any time in the Edit workflow dialog.

The three values mean:

• HR manager: all users of the company with the Admin role.
• Team lead: the team leaders of the company’s teams.
• User: the affected users themselves.

The Edit workflow dialog offers only these values for each workflow:

Workflow	Values offered
Erinnerung an den Wochen-Check (Arbeitssituation)	User
The four reminders … an Mitglied (regular meetings)	User
The four reminders … an Team-Lead (regular meetings)	Team lead
Team-Barometer berechnen und Team-Leads informieren	Team lead
Erinnerung an die Auswahl eines Buddy für ein Onboarding	HR manager (default) or Team lead (the team leaders of all teams of the company)
Erstellung einer Team-Analyse	HR manager (default) or Team lead (the team leaders of all teams of the company)

A team leader of several teams receives only one email for the buddy selection and for the team analysis. The regular meeting reminders to team leads also combine all of their teams in one email. For the Team Barometer, the team leader receives one email for each of their teams that has a Team Barometer.

Next: Team Analysis, Team Barometer and Regular meetings in MatchLytics-Management.

Time and time zone

The time determines when users and team leaders receive the emails of a workflow, and it applies in the same way to all twelve workflows. The system checks the workflows once per hour. The times are in UTC (Coordinated Universal Time), not in your local time. The application does not convert the time and does not display a time zone. In Germany, local time is 1 hour later in winter and 2 hours later in summer: “08:00” there means 09:00 (winter time) or 10:00 (summer time).

The minute only takes effect at the next hourly check: a workflow set to “08:30” runs with the check at 09:00 UTC, a workflow set to “08:00” with the check at 08:00 UTC. Choose minute 00 if the email should be sent at the selected hour.

Notes

Use sense.AI.tion products

If you would like to use products, tools and/or services from sense.AI.tion GmbH, you will find the necessary information on prices, demo access and downloads at sense.AI.tion