Skip to main content

Workflow Automation

The Workflow Automation app in SynergyOS allows you to automate tasks and processes to increase efficiency within your organization. By defining custom workflows with triggers and actions, you can streamline routine tasks, reduce manual workload, minimize errors, and enhance overall productivity.

Overview​

Workflow Automation enables you to create automated processes that interact with various SynergyOS apps and data. While currently the workflows are defined through code, this powerful feature allows you to tailor automation to your specific business needs. In the future, a graphical user interface (GUI) will be introduced to simplify the creation and management of workflows.

Key Features​

1. Custom Workflows with Triggers and Actions​

  • Triggers: Define events that initiate the workflow, such as the creation of a new file, the assignment of a task, or the receipt of an email.
  • Actions: Specify the actions to be taken when a trigger occurs, like sending an email notification, updating metadata, or moving a file to a specific folder.
  • Conditions: Set conditions to control when actions are executed, allowing for complex and dynamic workflows.

2. Automation of Routine Tasks​

  • Email Notifications: Automatically send emails to users or groups based on specific events or changes.
  • Task Assignments: Assign tasks to team members when certain conditions are met.
  • Data Updates: Automatically update metadata fields or statuses in response to events.

3. Integration with Other Apps​

  • Seamless Operation: Workflows can interact with all SynergyOS apps, including Drive, Email, Calendar, Tasks, CRM, and more.
  • Cross-App Automation: Automate processes that span multiple apps, such as linking an email to a CRM contact when a new message is received.

How It Works​

Defining Workflows in Code​

Currently, Workflow Automation is configured through code, allowing for highly customizable and powerful automation.

  1. Access Workflow Configuration

    • Administrators can access the workflow configuration files on the SynergyOS server.

  2. Define Triggers and Actions

    • Use the provided programming framework to define triggers, conditions, and actions.
    • The code-based approach allows for complex logic and integration with external systems if needed.

  3. Deploy Workflows

    • After defining the workflows, deploy them on the server to activate the automation.
    • Monitor and test workflows to ensure they function as intended.

Future GUI Integration​

  • Planned Development: A graphical user interface is planned for future releases to simplify workflow creation.
  • User-Friendly Design: The GUI will allow users to create workflows using drag-and-drop components and visual logic builders.
  • Enhanced Accessibility: Non-technical users will be able to design and manage workflows without needing to write code.

Practical Examples​

Automate Approval Processes​

  • Scenario: A document needs approval from a manager before it can be published.
  • Workflow:
    • Trigger: A file is uploaded to the "Pending Approval" folder.
    • Action: Send an email notification to the manager with a link to the document.
    • Conditional Action: If the manager approves, move the file to the "Approved" folder; if rejected, notify the uploader.

Set Up Automatic Reminders​

  • Scenario: Tasks with approaching due dates require reminders to ensure timely completion.
  • Workflow:
    • Trigger: A task's due date is within three days.
    • Action: Send a reminder email to the task assignee.
    • Repeat: Continue sending daily reminders until the task is marked as complete.

Synchronize Data Between Apps​

  • Scenario: Keep CRM contact information up-to-date when changes occur.
  • Workflow:
    • Trigger: A contact's information is updated in the CRM app.
    • Action: Update corresponding records in other apps or systems, such as mailing lists or external databases.

Benefits​

  • Reduces Manual Workload: Automates repetitive tasks, freeing up time for more strategic activities.
  • Minimizes Errors: Reduces the risk of human error in routine processes.
  • Streamlines Business Processes: Ensures consistent execution of workflows, improving efficiency and productivity.
  • Enhances Collaboration: Keeps team members informed through automated notifications and updates.

Best Practices​

Planning and Design​

  • Identify Automation Opportunities: Analyze your organization's processes to determine where automation can add value.
  • Define Clear Objectives: Specify what each workflow should achieve and the desired outcomes.
  • Collaborate with Stakeholders: Involve team members who are affected by the workflows to gather requirements and feedback.

Developing Workflows​

  • Modular Coding: Write reusable code modules to simplify maintenance and updates.
  • Use Version Control: Maintain versions of your workflow code to track changes and facilitate rollbacks if necessary.
  • Test Thoroughly: Before deploying, test workflows in a controlled environment to ensure they function correctly.

Monitoring and Maintenance​

  • Monitor Performance: Regularly check the workflows to ensure they are operating as intended.
  • Update as Needed: Modify workflows to adapt to changing business needs or system updates.
  • Document Workflows: Keep detailed documentation of workflows for reference and training purposes.

Frequently Asked Questions​

Q1: Do I need programming skills to create workflows?​

A: Currently, workflows are defined through code, so programming knowledge is required. Administrators or developers typically handle workflow creation. In the future, a GUI will be available to allow non-technical users to create workflows more easily.

Q2: What programming languages are supported?​

A: Workflows are typically defined using scripting languages supported by the SynergyOS server environment, such as JavaScript, TypeScript, Java or Python. Refer to the technical documentation for specific language support and guidelines.

Q3: Can workflows interact with external systems?​

A: Yes, workflows can be configured to interact with external systems via APIs or other integration methods, enabling data exchange and process automation beyond SynergyOS.

Q4: How secure are automated workflows?​

A: Workflows operate within the security framework of SynergyOS. Access controls and permissions are enforced, and workflows should be coded securely to prevent unauthorized actions. Regular reviews and adherence to best practices help maintain security.

Conclusion​

The Workflow Automation app in SynergyOS empowers organizations to automate tasks and processes, increasing efficiency and productivity. While currently requiring code-based configuration, it offers powerful capabilities to tailor automation to your business needs. With plans for a future GUI, Workflow Automation will become even more accessible, allowing users of all technical levels to benefit from streamlined operations.