Offboarding Workflow Templates

 

Introduction to Workflow Templates.

Our workflow templates allow you to customise the emails that go out during an Offboarding workflow. This means you can send workflow notification emails specific to your organisation. 

You can apply a custom email templates for the following offboarding events:

  • Transferred Resources Email 
  • Completed Offboarding Email 
  • Failed Offboarding Email
  • Request Approval Workflow Email
  • Prompt for Resource Allocation Workflow Email
  • Delete User Workflow Email

 

 

The 'View and Edit Workflow Email Templates' permission must be assigned in roles to have this functionality. 

Create a Workflow Email Template 

Your Workflow Templates are found by going to Automate and Workflow Email Templates

Here you can see your current workflow templates or create a new one.

Create a New Template 

  1. Select Automate from the Navigation Menu,
  2. Select Workflow Email Templates from the Sub Menu,
  3. Select the Create New Email Template option.
  4. Add a bespoke name in the Name field, between 2 and 50 characters long. 
    • If you enter a Name that you have already used or outside of the character length guidelines, the border of the field will turn Red and an error message will be displayed.
    • If you enter a valid Name, the border of the field will turn Green and you will also see a Green tick.
  5. Next, create your Email Template in the Content field,
    • It is crucial you use the 'Add Variable' list and add the 'Workflow Generated Content' variable. This will ensure the email contains important information about the event notification going out. If you do not include this variable you will miss out on vital information when the email template is triggered. 
    • Add text around the $workflowGeneratedContent to customise the email to suit your organisation requirement. 
    • Once you are happy with your template click the Create button.

 

Edit existing Workflow Email Template

To edit an existing Workflow Email Template

  1. Navigate to Workflow Email Templates
  2. Find the Template that you want to edit from the list and click on it to prompt the slide-out screen to be displayed for the specific template.
    • If you know the name of the Template, enter it in the Search Email Template field to filter the results within the list.
  3. On the slide out screen, select Edit 
  4. Make your changes to the Template and select Save. 

 

Delete an existing Email Template

When you delete an Email Template from your library it is automatically unassigned from any workflow it applies too. 

To delete a Email Template:

  1. Select the Template from the Workflow Email Templates Library
  2. On the Profile slide out screen, select Actions > Delete,
  3. On the pop up section, click Delete.

 

Add a tag to an Workflow Email Template

Tags can help you to organize and search for groups of Email Templates. This feature is ideal for situations where you want to group together your templates for each possible notification event. For example I might make a tag called 'Prompt for Resource Templates'

To add a tag:

  1. Select the Template from the Workflow Email Templates Library
  2. On the Profile slide out screen, select Actions > Tags,
  3. On the Edit tags pop up screen, enter text in to the blank field. As you add more text, the list of existing tags that you can choose from will also be filtered. If you add a unique tag name, you will see a green tick at the end of the field.
  4. Select Add.
  5. The tag will be added under the Tags section.
  6. You can add multiple tags to a email template and you can also delete a tag by clicking on the appropriate Delete icon.
  7. Select Save to confirm any changes.
  8.  

Assign a Template to your Offboarding Workflow

You can assign a different template to each different Offboarding Workflow you have whether that be for a specific OU or Smart Team.

Workflow Settings 

To apply your Workflow Template to the below emails, you need to navigate to 'Workflow Settings' 

  • Transferred Resources Email 
  • Completed Offboarding Email 
  • Failed Offboarding Email

1. Find each of the above Email Notifications from your 'Workflow Settings'

Screenshot 2024-02-05 154502.png

2. Click 'Add' and select your Email Template from the pop-out window 

Screenshot 2024-02-05 152701.png

3. Make sure to edit the subject line if needed.
Screenshot 2024-02-05 154729.png

Step-Specific Email Notifications 

To apply your Workflow Template to the below emails, you need to have the following steps included in your Offboarding workflow

'Approve User'

'Prompt for Resource Allocation'

'Delete User'

Once these steps are in your workflow you can add the appropriate Workflow Template.

1. Click on the step in your workflow so the step settings appear.

Screenshot 2024-02-05 152155.png

2. Click 'Add' and select your Email Template from the pop-out window 

Screenshot 2024-02-05 152701.png

3. Make sure to edit the subject line if needed

Screenshot 2024-02-05 152820.png

FAQs

What if I don't select a workflow template?

If you do not select a Workflow Template, you will get the default notification email sent out for each event. We will not stop sending the email out if you do not have any template selected. If you do not want to customise your email notifications, there is no need. 

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