Automations
Workflows that react to an event: evaluate conditions, wait, then assign files or generate documents.
Under Workflows › Automatisierungen you build flows that run by themselves: when something happens, and certain conditions hold, then -- optionally after a delay -- something happens.
Erstelle automatische Workflows für Benachrichtigungen, Datei-Zuweisungen und mehr.
Access
The permission Workflows und Automatisierungen.
The overview
The list shows Name, Auslöser (trigger), Aktionen and Aktiv. Workflows without an action are marked Keine Aktionen; action types appear as short tags (Datei, Dokument, E-Mail).
Neuer Workflow opens the designer. With nothing created yet you see "Noch keine Automatisierungen vorhanden." and a Ersten Workflow erstellen button.
Deleting is final
"Möchten Sie diesen Workflow wirklich löschen? Diese Aktion kann nicht rückgängig gemacht werden."
The designer
The workflow is built as a chain. Clicking an element opens its editing panel on the right -- with nothing selected it reads "Wähle ein Element aus, um es zu bearbeiten."
The header holds the workflow name, the Aktiv switch and Speichern / Erstellen. Unsaved changes are called out explicitly.
Auslöser — trigger
When should the workflow start? Exactly one of:
| Trigger | Fires when … |
|---|---|
| Bewerbung eingereicht | a new application is submitted |
| Schicht zugewiesen | a shift is assigned to a user |
| Schicht angenommen | a user accepts a shift |
| Benutzer registriert | a new user is invited |
| Benutzerdaten vollständig | a user has completed their master data |
| Zeitplan | a cron expression comes due (recurring) |
Bedingungen — conditions
All conditions must be met (AND). You can filter by:
- Benutzerrolle -- Nutzer, Admin, Akkreditierung, Behörde (or Alle Rollen)
- Beschäftigungsart -- Brutto, Netto, Rechnung, Minijob
- Benutzerstatus -- Aktiv, Inaktiv
- Event (with a year picker)
- Tätigkeit (searchable)
- Bereich (searchable; only after an event is selected)
Every field has an "Alle …" default -- a field left untouched restricts nothing.
Verzögerung — delay
Wait time before the actions run, given in Minuten, Stunden or Tage.
The option Bedingungen erneut prüfen re-evaluates the conditions after the wait. That is exactly right when the state can change in the meantime -- e.g. "three days after assignment, but only if the shift has still not been accepted".
Aktionen — actions
| Action | What it does |
|---|---|
| Datei zuweisen | Assigns one or more file templates to the user. |
| Dokument generieren | Generates a PDF from a contract template. |
| Datei anfordern | Requests a document from the user. |
| E-Mail senden | Subject and message with variables. |
For Dokument generieren you pick a Vertragsvorlage. With none stored the field says: "Keine Vorlagen vorhanden. Lade zuerst eine Vertragsvorlage unter Workflows > Dokumente hoch."
The email field offers the variables {{firstName}}, {{lastName}}, {{email}}, {{eventName}} and {{taskName}}.
Email sending is not live yet
The E-Mail senden action carries the designer note "Nur Logging -- Versand noch nicht implementiert". The workflow logs the message but does not send it. For reminders that actually get delivered, use Einstellungen › Erinnerungen instead.
Related areas
- Workflows › Vertragsmanagement -- the templates Dokument generieren draws from.
- Einstellungen › Erinnerungen -- ready-made, delivered reminders without building a workflow.