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 tab in Settings.
2. Workflow column – name of the workflow.
3. Time column – when the workflow runs, e.g. “Mon., 08:00”. A deactivated workflow shows its stored time greyed out. A dash (–) appears for a workflow that has never been switched on.
4. Email template column – name of the selected template. A deactivated workflow shows it greyed out. A dash (–) appears for a workflow that has never been switched on.
5. Checkbox in the Enabled column – switches the workflow on or deactivates it.
6. Pencil icon in the Actions column – opens the Edit workflow dialog.

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., 08:00	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 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

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

Switch off a workflow

Clear the checkmark in the Enabled column. The system deactivates the workflow without asking. 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. When you switch it on again, the workflow runs again at its stored time.

Edit workflow

1. In the row of the workflow, click the pencil icon in the Actions column.
2. The Edit workflow dialog shows the name of the workflow at the top. Set the fields.
3. Click Save. Cancel closes the dialog without changes. A deactivated workflow stays deactivated after Save; to switch it on, tick the checkbox in the Enabled column. If the workflow has never been switched on, Save creates it with the selected values and switches it on.

1. Name of the workflow in the dialog title.
2. Frequency, if needed Day of week or Month, Day, Hour and Minute.
3. Email template.
4. Responsible.
5. Cancel and Save buttons.

Field	Meaning
Frequency	Daily, Weekly, Monthly or Yearly. The frequency determines which of the following fields appear.
Day of week	Only for Weekly: Sunday to Saturday.
Month	Only for Yearly: January to December.
Day	Only for Monthly and Yearly: day of the month, 1. to 31.
Hour	Hour of the day, 00 to 23.
Minute	Minute of the hour, 00 to 59.
Email template	Template used to send the email. The list offers the templates that match the action of the workflow, possibly including default templates supplied by the system. Without a selected template, the system uses the default template of the action.
Responsible	Determines who receives the email: HR manager, Team lead or User. For each workflow the dialog offers only the matching values (see below). The value that the system specifies for the workflow is preselected.

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:

• 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.

Time and time zone

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

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