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Trigger Mode – Trigger by Personnel

Trigger by Personnel: Workflows can be triggered when a member joins or leaves the organization. It can synchronize members information to worksheets or other systems.

Use Case​

Consider an Employee Info worksheet used to maintain basic employee information, which may be related to other worksheets within the organization. Keeping this data up-to-date is crucial for ensuring data consistency and usability across the company. For instance, when a new employee joins, their details must be promptly added to the Employee Info worksheet. This allows the information to be immediately available and accessible.

Workflow Configuration​

1. Create a workflow triggered by personnel​

How to create a workflow

2. Configure the triggering method​

  • Way to trigger

    Set whether the workflow is triggered when a member joins or leaves. Here, select [When someone new joins your org].

  • Set the filter

    Workflows will only be triggered for records that satisfy predefined conditions. For instance, you can configure a workflow to be triggered exclusively by employee records from the Sales Department.

[When someone new joins your org]

  • For users directly invited to join the organization by an administrator, the workflow is triggered once the user completes their organization profile and officially joins the organization.

  • For users who join via an invitation link or those not explicitly invited by an administrator, the workflow is triggered upon an administrator's "approval" of their membership.

  • For members who have left, the workflow is triggered when the administrator restores their permissions.

[When someone leaves]

  • The workflow is triggered when an administrator formally processes the employee's departure on the organization management page.

  • The workflow is also triggered when an employee voluntarily leaves the organization.

3. Add the [Add Record] node​

After configuring the trigger, you can start configuring the following actions. According to the requirements, you need to synchronize the information of newly joined employees to the Employee Info worksheet, therefore, select the [Add Record] node.

Add the [Add Record] node to add a new record for the information about the newly joined members in the Employee Info worksheet.

More details about the node [Add Record]

4. Publish the workflow​

After saving the configuration, the final step is to publish and test the workflow.

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