Introduction
Hints & Tips
All quick workflows (QWFs) that are migrated will be in "Inactive” status. Make sure to activate it if needed.
When triggering a QWF with an 'Assignment' data type and an 'Employee' data source, it is essential to have an assignment associated with the employee.
In testing:
It is better to include the test case assignment ID as a condition, whether on the test site or the production site, to easily verify if the QWF captures the data correctly.
Be careful not to send emails/notifications to real people or accounts
Always inactivate the QWF if it is no longer needed after the testing
In troubleshooting:
Ensure that the user report added/used in QWF for merging is correctly set up.
Make sure that the report runs at the system level
Make sure that the report runs within the context of the running QWF
Verify the spaces and merge tags
When checking concerns against the QWF conditions, use the process of elimination. Simplify the trigger gradually until the QWF works as expected to identify the parts that are not working.
An infinite loop is when a quick workflow is triggered indefinitely as a result of a previous QWF. It usually happens when one of the trigger fields is being updated by advanced automation. Make sure to review the QWFs that utilize the specified field as the trigger to determine its necessity and eliminate any potential loops
For Advanced Automation
Please be reminded that Advanced Automation is a powerful output option for quick workflows; it allows you to populate other fields or make updates to other areas of the Equus Platform with a trigger.
It is advised to consult with your client solutions team to discuss your use case for building advanced automation prior to going live. This can be helpful to discuss the following considerations:
Volume of traffic created by the automation
Downstream impact of updating fields via import
Impact of using automation to populate highly sensitive fields, e.g. salary and allowances
Design
The process for creating a quick workflow (QWF) starts by specifying the trigger along with any applicable conditions, followed by configuring the desired actions for when the trigger condition(s) are met, and activating the QWF to put it into use.
QWF with field triggers enables the linking of multiple fields by incorporating additional target fields, if applicable. Whereas with a date trigger, only a single field can be used.
Scenario: Sending an email to the assignee and stakeholders when the Relocation Phase has been updated.
Note: When the 'When Target Field Value Changes' action is selected, there is an option to include additional target fields. The values of these additional fields, together with the initial target field, must all be updated before the QWF could launch.
Aside from the trigger, additional conditions can be included, which may involve comparing a field or a value from a specified field or business rule.
Example 1: When the relocation phase is ‘Pre-Assignment'
Example 2: When the relocation phase is ‘Pre-Assignment’ and the assignment host country is United States, but only for cases where the city is ‘New York', ‘Chicago, or 'Denver’
After all the trigger conditions have been fulfilled, the QWF will launch and automatically send the email.
The email body is configured with merge tags/codes and HTML formatting, including but not limited to:
Line breaks - <br>
Italicized text - <i>
Bold text - <b>
Font color customization - <p style="color:XXX">
Image source -<img src>
Lists - <li>
Ordered list - <ol>
Unordered list - <ul>
Documentation
1. Requirements Gathering
Create a Confluence page or shared space that can only be accessed by the relevant individuals to store all the requirements and data related to QWF requests, such as:
2. Configuration
QWF names are limited to 50 characters. It is important to have a concise and easily understandable QWF name. Alternatively, you can utilize the Description field within the QWF to provide additional information about the purpose and specific details of the QWF.
When copying an entire QWF, the word '(Copy)' will be added to the end of the existing name. Make sure to update it accordingly.
If there are multiple or grouped additional conditions in the quick workflow, be mindful of the appropriate use of parentheses (), the choice of comparison operators (such as equal to, not equal to, like, etc.), and the proper arrangement of the logical operators And/Or.
3. Testing and Sign-Off
Create a few test scenarios to determine whether the quick workflow will be triggered as expected, or will not be triggered as expected.
Obtain and document the sign-off from all relevant parties to ensure the successful testing and implementation of the quick workflow.