Create automation workflows

This article describes the general procedure for creating an automation workflow. At each step in the process, it refers you to an article with details on how to complete that step. 

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This procedure can be completed by someone who has either App Admin privileges or Productiv Super Admin privileges. (See User roles and permissions.)

Note: We assume that Productiv is already connecting data about your organization's use of this app, via your SSO provider.

Process summary

(1) Open the app page of interest and click Automation.

(2) Under Provisioning workflow, find an instance of the app where Workflow set up is listed as Needs setup. Click that instance.

Productiv displays a workflow that enables you to use Productiv recommended workflows or create a custom workflow.

(2) If necessary, create an exempt user list to identify any users who should not be included in a downgrade or deprovision workflow, like your VPs.

(3) Create one or more rules for which users to include in automatic provisioning, including their app activity level, and the desired provisioning outcome. 

(4) (optional:) Set up notifications to warn users affected by the workflow that their license access will soon change. The notifications can be set up to let users opt out of impending changes.

(5) Before you schedule the workflow, view the list of affected users. Then run the workflow once to test it. 

(6) When you're ready, schedule the workflow to run on a regular basis to make automatic changes, or to make suggestions for manual changes.

Tracking your results

The app Automation page also tracks the results and shows provisioning and engagement over time after the workflow has been run at least once. Use the report to act on license management suggestions or review the automated actions. 

Provisioning workflow runs are tracked in the Audit Events API.

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If you are new to provisioning workflows and their use in managing app licenses, see Automation workflows overview.