How to Create an Automated Workflow
An automated workflow consists of one trigger and one or more action nodes.
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A trigger, also known as a trigger node, determines when the workflow starts. The workflow runs only when the trigger conditions are met.
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Action nodes are tasks that run automatically within the workflow. Operations such as data processing, notifications, and approvals are performed through the corresponding action nodes.
Steps to Create a Workflow
Step 1: Select and configure a trigger
Step 2: Add and configure the action nodes required in the workflow
Step 3: Configure workflow execution settings and parameters
Step 4: Save and test the workflow
Step 5: Publish and enable the workflow
Select the Appropriate Trigger
1. Go to the Workflow Management page
As an application administrator, click the workflow icon to open the Workflow Management page for the application. Then click Create Workflow to start creating a workflow.
2. Select the appropriate trigger
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Triggered by Worksheet
Triggers the workflow when a record is created, updated, or deleted in a worksheet.
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Triggered on Schedule
Runs the workflow automatically on a recurring schedule that you define.
For example, send a reminder to organization members at 6:00 PM every weekday: "It's the end of the workday. Don't forget to submit your daily report."
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Triggered by Date Field
Select a date field in a worksheet to define when the workflow should run. The workflow is triggered whenever a date or time specified in that field is reached.
For example, select the Birthday field in an Employee Directory worksheet. On each employee's birthday, the workflow can automatically send them a birthday message.
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Triggered by Member Events
Triggers the workflow when a member joins or leaves the organization.
For example, you can maintain an Employee Directory worksheet that stays synchronized with member information in the organization management console. When an employee leaves the organization, the workflow can automatically update the employee's status in the worksheet to Former Employee.
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Triggered by External User
Triggers the workflow when an external user of the application registers, logs in, closes their account, or is disabled.
For example, when an external user closes their account, the workflow can automatically send them a farewell email.
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Triggered by Webhook
A webhook allows HAP to receive data pushed from external systems. When data changes in another system, the updated data can be sent to HAP. After receiving the webhook request, HAP triggers the workflow and automatically performs the configured actions, such as creating a record or sending a notification.
This enables automated data exchange between HAP and external systems and helps streamline cross-system business processes.
Add and Configure Action Nodes
Click the + button below a node to add the required action node.
Learn about the 40 Workflow Nodes
You can continue adding nodes after each node until the business process is complete.
For example, after a request is submitted, it can first go through an approval process and then, based on the record data, send notifications to different recipients.
The workflow can be configured as follows: Trigger > Approval > Branch > Send Notification
Configure Workflow Execution and Parameters
Configure how the workflow runs and define the required workflow parameters.
Test the Workflow
Before publishing the workflow, test it to verify that it runs as expected. Click Test and select a record to trigger the workflow.
Learn more about testing workflows
Publish or Update the Workflow
After completing the workflow configuration, click Publish to publish the workflow.
If you make changes to a workflow that has already been published, click Update Release to apply the changes.
Workflow Mini Map
Click the canvas overview icon on the left to open the workflow mini map. Drag within the preview to quickly navigate through the workflow and review the overall node configuration.
Enable or Disable a Workflow
A workflow must be enabled before it can run automatically.
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