Reference: [Limited Early Access] What is the Policy Feature?
This page explains how to create a workflow using the "Automate Account Provisioning for Onboarding" template in the Workflows feature of Josys. For general information about workflows, please refer to the help page below.
Overview
This page explains how to create a workflow using the "Automate Account Provisioning for Onboarding" template in the Workflows feature of Josys.
For general information about workflows, please refer to the help page below.
Reference: About the Workflows Feature
Target Audience
- IT administrators who handle onboarding processes for new employees.
About This Template
With this template, you can create a workflow triggered when a user is added to User Profiles or when user information in User Profiles is updated.
What You Can Do
You can configure settings such as the following:
- Automatically create accounts as soon as the trigger is activated.
*Limited to apps for which Josys has account provisioning authority. - Register account provisioning tasks in Josys as tasks for the app owner.
To check whether Josys has account provisioning authority for a specific app, please refer to the "Supported Actions" section in the table below.
Reference: Supported Scope by App
Workflow Configuration Example
With this template, you can set up a flow like the one shown below. This is just an example.
Triggers for Executing Workflows
Workflows can be executed either manually or automatically.
- Manual execution allows you to select specific users and run the workflow.
- Automatic execution allows you to combine the following triggers using OR conditions.
| Trigger Criteria | Detailed Trigger Settings | Trigger Description |
|---|---|---|
| Based on Start Date | Execute on start date |
Executes this workflow on the "Start Date" registered for the user in User Profiles. 💡You can also set the trigger execution time. |
| Execute before start date |
Executes this workflow N days before the "Start Date" registered for the user in User Profiles. 💡You can also set the trigger execution time. |
|
| Execute after start date |
Executes this workflow N days after the "Start Date" registered for the user in User Profiles. 💡You can also set the trigger execution time. |
|
| Based on User Addition | - | Executes this workflow when a user with an "Onboarded" status is added to User Profiles. |
| Based on User Status Update | - | Executes this workflow when a user registered as "Pre-onboarding" in User Profiles has their status changed to "Onboarded." |
| Based on User Detail Update | Change of Work Location | Executes this workflow when the "Work Location" registered for a user in User Profiles is changed. |
| Change of Department | Executes this workflow when the "Department" registered for a user in User Profiles is changed. | |
| Change of Job Title | Executes this workflow when the "Job Title" registered for a user in User Profiles is changed. |
How to Create a Workflow
Setting Up Triggers
- Click Workflows from the Josys side menu.
- The template list will be displayed. Hover over the template you want to use and click Create Workflow.
- Configure the triggers.
By default, "On-demand" is added. This trigger is used to manually start the workflow for selected users. If you want the workflow to run automatically based on events like user addition or status changes, add other triggers as needed.
*All displayed triggers will execute based on "OR" conditions. - Click Next at the bottom right.
Setting Up Apps for Account Provisioning
- Select the apps you want to provision accounts for when the workflow is triggered.
- Once selected, click "Next."
Setting Up Conditions (Optional)
You can set conditions for the users who will trigger this workflow. If the apps to be provisioned differ depending on the department, job title, or employment type, configure the conditions and click "Next" at the bottom right.
If no conditions are needed and you want to provision accounts for all employees, click "Skip" at the bottom right.
Example Condition Setup: If you want to run this workflow only for users whose department is General Affairs or Accounting and whose employment type is Full-time, configure the conditions as shown in the screenshot.
Setting Up Actions
Configure the actions you want to execute when this trigger occurs.
- Click "Add Action" to add an action. For details on each action, please refer to the link below.
About Actions That Can Be Configured in Workflows - Once configured, click "Next" at the bottom right.
Action Configuration Example 1: Automatically provision an account and send an email notification when a new employee joins
Add Action 1 "Add Account" and Action 4 "Send Email."
Action Configuration Example 2: Notify the person in charge via email when a new employee joins, and provision the account only after approving the request
Add Action 4 "Send Email" and Action 3 "Add Manual Task."
*Note that in this case, account provisioning must be done manually.
Final Confirmation
The final confirmation page will open. Set a workflow name and review the details.
If everything is correct, click "Save Workflow" at the bottom right.
If you do not want to enable the workflow yet, click the "Enable Workflow" toggle to the left of the button to disable it.