Workflow builder
The workflow builder in Productiv is a no-code tool that allows you to create and automate workflows for any business process. It is a powerful tool that can be used to streamline your operations, improve efficiency, and reduce costs.
Table of contents
- Workflow builder components
- Defining a step
- Collaboration settings
- Edit fallback assignee
- Deleting widgets
Workflow builder components
Canvas
The canvas is the area in a workflow editor where you can drag and drop widgets to create your workflow.
Widgets
Workflow widgets are reusable elements that can be used to create and manage workflows. They represent steps, conditional blocks, and integrations in a workflow, and can be dragged and dropped onto a workflow canvas to design the logic of the workflow.
| Icon | Widget | Description |
|---|---|---|
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Request approval step | Approval steps require one or more people to approve said step before the workflow can continue. The approver must decide whether to approve or reject the request.
e.g. Finance approval, Infosec approval |
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Review step | Review steps are typically used to ensure reviewers complete the tasks in a given step. The reviewer does not approve or reject but rather only completes the required tasks.
e.g. Security review, Legal review |
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Custom step | Can be used by admins to configure a set of custom tasks which they want the assignee to perform. |
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Run steps in parallel | Reduces the time for the process by triggering multiple tasks at the same time, instead of sequential. |
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Evaluate a condition | Reroute the workflow based on the conditions being met, such as send to CFO approval if the app renewal cost is greater than 100K. |
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End workflow | Ends the workflow when reached. |
Productiv's workflow builder also offers a variety of integrations that enable you to automate tasks, streamline processes, and connect with other applications. Learn more about the setup process here.
| Integration | Step name | Description |
|---|---|---|
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Custom integration | Push data from a Productiv workflow to any 3rd party application using webhooks. No action is needed within Productiv for this step. |
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Send email notification | Send a custom email notification when the step is triggered. |
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Create NetSuite purchase order | Create a purchase order on NetSuite from Productiv when the step is triggered. |
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Start Ironclad workflow | Trigger a workflow in Ironclad. Once the Ironclad workflow is completed it will automatically sync the finalized contract from Ironclad to Productiv at the end of the renewal workflow |
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Create Ironclad record | Creates a record in Ironclad from Productiv when the step is triggered. |
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Create Jira ticket (Jira Cloud) | Automatically create Jira tickets from Productiv. Once the ticket is resolved in Jira, the workflow will automatically progress to the next step. |
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Create Jira ticket (Jira Data Center) | Automatically create Jira tickets from Productiv. Once the ticket is resolved in Jira, the workflow will automatically progress to the next step. |
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Create Coupa requisition | Create a requestion on Coupa from Productiv. |
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Create Zendesk ticket | Create Zendesk tickets from Productiv |
Connecting widgets
- Drag and drop widgets onto the canvas.
- To connect two widgets, click the red circle on the first widget and drag it to the second widget. The red circle will disappear and the two widgets will be connected. Unconnected widgets have a red circle and the text "Connect all outputs" displayed on their cards.
- Once the widgets are connected within workflow, the errors will disappear.
Workflow preview
Preview your workflow in the bottom right corner (1). Drag within the preview to navigate, zoom in and out with the plus and minus buttons, and click the double arrow to zoom out completely.
You can also click the light bulb icon (2) to get tips on using the workflow builder.
Step properties
Click a step (e.g. Approval, Review) to update its properties. When defining a step in a workflow, you can specify the following:
- Assigned to: Assignee is the person who will be responsible for completing the step. Depending on the type of step you can add one or more assignees.
- Watchers: Watchers will receive notifications when the step is updated or completed. Watchers cannot participate in the workflow, but they can stay informed about its progress.
- Tasks: Define one or more tasks that users must complete in order to complete the step.
Saving and Publishing
When you save a workflow (1) in the Workflow Builder, it creates a draft instead of publishing it. This lets you make changes without affecting the live version. When you're ready, publish the workflow to make it available across the platform (2).
Collaboration settings
Collaboration settings allow you to connect your Workflow Builder account to messaging apps to aid in collaboration between all the assigned team members of the workflow.
Team messaging app configuration
- Slack: To create a Slack channel for a run of the workflow, check the “Create Slack channel for workflow runs” box, then set the channel name and description. You can also set the channel to automatically archive after the workflow run is complete.
Note: You must connect your Workflow Builder account to Slack to receive notifications about your workflows and tasks directly in Slack. For the first time setting this integration up, clicking the "Add to Slack" button sends a request to your organization’s Slack workspace, asking permission to integrate.
- Microsoft Teams: To create a Teams channel for a run of the workflow, check the “Create Teams channel for workflow runs” box, then set the channel name and description.
Note: You must connect your Workflow Builder account to Microsoft Teams to receive notifications about your workflows and tasks directly in Teams. For the first time setting this integration up, clicking the "Add to Microsoft Teams" button sends a request to your organization’s Teams workspace, asking permission to integrate.
Email notification preferences
Each notification type can be customized to specify who receives it.
- Task assignment: Receive an email when a new task is assigned to you.
- Send to assigned user only
- Send to all users as part of this workflow run
- Send to app owner(s)
- Task approval: Receive an email when a task assigned to you is approved.
- Send to assigned user only
- Send to all users as part of this workflow run
- Send to app owner(s)
- Task rejection: Receive an email when a task assigned to you is rejected.
- Send to assigned user only
- Send to all users as part of this workflow run
- Send to app owner(s)
- Task reassigned: Receive an email when a task assigned to you is reassigned.
- Send to assigned user only
- Send to all users as part of this workflow run
- Send to assigned user and previously assigned user
- Task reminder: Receive an email if a task assigned to you is due and not yet completed. Reminders can repeated on a predetermined interval.
- Send to assigned user only
- Send to all users as part of this workflow run
- Send to app owner(s)
Editing fallback assignee
Only a Productiv Super Admin may be assigned as a fallback assignee. Fallback assignees are assigned to steps in a workflow that have no defined assignee.
Deleting widgets
There are two ways to delete a widget
- You can select a widget and press the delete key on your keyboard.
- You can click the "Delete step" button in the right panel that opens when you click a widget.
