Create recurrent Workflows and Email templates

Modified on Tue, 13 Sep 2022 at 05:03 PM

Workflows let you automate standard processes in your company, such as sending emails, assigning tasks, or updating information. With our email templates and workflows, you can define an unlimited amount of processes and the associated tasks and notifications. 


This article will teach you how to create a recurrent workflow. If you are interested in creating a non-recurrent workflow, refer to this article. 


To set up your workflows properly, you will have to follow three steps:



Step 1: Create the E-mail template


Go to Settings > Email templatesHere, we will create the emails that will be sent by your workflows once they get triggered.


  • Click on (+) Create Email Template 
  • Pick a name for the template
  • Select the subject of the email


Settings:


Before creating the body of the template, fill out the Email template settings to your right:


  • Category: depending on your workflow, choose between HR, Recruiting, or Other.
  • Company: in case of having more than one company, choose the company it belongs to.
  • Language: pick the language in which you will write your email. This will be the language used to auto-complete the Fields in your email, in case you use any.
  • Object: for recurrent workflows, it is crucial to pick the object Recurrent workflow
  • Field: you can add certain fields which will be auto-completed depending on the Object that triggers the action. Copy and paste them to the body of your email and, once the email gets sent, each Field will be replaced by the value of that specific Field. Each Object offers you different fields.


As already mentioned, it is important to select Recurrent workflow as the object. So we will pick this one for this example.



Body:

 

After you finish adding the name and subject, as well as choosing the category, company, language, and object, it is time to create the body of your email.



Once the body of our email is ready, we click SAVE and continue to the next section.



Step 2: Create the Workflow

 

Go to Settings > Workflows and click on (+) Create Workflow.


You will have to fill out the following fields:

  • Workflow name
  • Recurrence



Add the name of the workflow you want to set up. Then, toggle on the switch to Repeat workflow


Next, select the recurrence of the workflow. You can decide how often you want your workflow to be repeated, be that yearly, monthly, daily, weekly, or once. You can then select the starting date. 

Additionally, decide whether you want your workflow recurrence to end. You can choose never or on. When choosing on, you can select the date to end your workflow period.



When you are done, click on SAVE AND NEXT



Step 3: Add actions to our workflows


Under Add workflow actions, click on (+) Add action.

  • When defining your action, start with specifying the name of the action and the type of action you want. In our example, we will name our action "Email alert".
  • Choose if you want your workflow to send out an Email alert, or to create a To do in Kenjo. The majority of workflows will use the action Email alert. If you are using Slack and have integrated Kenjo with Slack, you will see a third option, Slack alert, which will allow you to send a message to a public channel on Slack.

  • If you choose the action type To do, your workflow will create a To do assigned to the employee or employees of your choice, as soon as the workflow is triggered. The last step, in this case, would be to determine the due date of the To do, after it gets created.

  • If you choose the action type Email alert, this will enable you to pick an Email template from our existing ones. For our example, we pick the action type Email alert, and select the template we created in the previous step, "Recurrent workflow".



  • In the Sender step, you can define the domain for your outgoing emails. The default senders are "no-reply@kenjo.io" and "notifications@kenjo.io", but you can customize this and choose your company's domain if you prefer.

  • In Recipient, we define who will receive the email alert once the workflow is triggered. 



Our action is ready, so we click ADD ACTION at the bottom of the screen. We will be redirected to the "Add actions" page, where we have the chance to add more actions if we want or click FINISH when we're done adding actions to our workflow.


You can add as many actions as you need to the same workflow, and every action will take place once the workflow is triggered. For example, you can create a combination of email alerts, To dos, and Slack notifications that help you automatize a certain process in your company and notifies all the necessary parties.


In our example, we only want to add one action, so we click FINISH.


With our workflow completely set up, we click on the toggle ACTIVE to activate the workflow:


Note: only active workflows will be triggered. If a workflow is not active, it will not perform any actions.

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