BetterCloud is excited to introduce our new Workflow Templates! Templates allow you to implement best practice Workflows out-of-the box, across all of your connected SaaS applications. Our easy to use three-step process allows you to easily select Actions, set a Trigger, and have a fully functioning Workflow within minutes. Check out this video to understand the rationale behind Workflow Templates!
Use Case Templates vs. Building Block Templates
While using BetterCloud's Workflow Templates, you have the option to choose from a Building Block Template or a Use Case Template.
A Building Block Template is a set of grouped Actions that serve a similar purpose. For example, the "Transfer Ownership" Template includes Actions that will transfer ownership from one user to another. Some actions in this template include "Transfer All Drive Files", "Transfer Primary Calendar Events", and "Transfer Group Ownership". You could use this Template as a stand-alone Workflow to only perform this specific set of Actions. Read more about Building Block Templates here.
By contrast, a Use Case Template comprises several Building Block Templates to address an overarching use case. For example, the "Offboarding Employees" template is a Use Case Template that combines the "Transfer Ownership" template with other Building Block Templates to ensure a user is fully offboarded.
What Workflow Templates Does BetterCloud Offer?
Use Case Templates:
- Offboard Furloughed Employees
- Furloughing Employees
- Re-Hire Furloughed Employees
- Offboarding Employees
Building Block Templates:
- Reset Password
- Remove from Groups
- Transfer Ownership
- Delete Account
- Notify Stakeholders
- Revoke Access
- Remove Devices
- Manage Email
- Suspend User
- Grant Access
- Activate User
- Add to Groups
More Templates are on the way!
Getting Started with Workflow Templates
Below we will walk through the three steps to create a functioning Workflow using a Workflow Template.
To access Workflow Templates, use the left navigation menu to select Workflows > Templates. Here you will see the landing page for all Workflow Templates that BetterCloud offers. Click the template you want to work with to get started. For this example I will be using the "Offboarding Employees" template:
Step 1: Review Actions
The first page you will see is the "Review Actions" step. The column on the left lists all your connected Integrations, and the right side shows all Actions and their associated Integrations.
As this is a "Use Case" Template, you will also see all Actions broken down by section (aka: "Building Block"). The screenshot below highlights the first two sections in this Template: "Reset Password" and "Revoke Access".
The "Reset Password" section contains a single Reset Password Action for each applicable Integration.
Meanwhile, the "Revoke Access" section includes a few Actions from the same Integration that deal with revoking access to certain parts of that platform, as well as Actions from other Integrations.
*Please note: if you have two Integrations from the same provider (ie: two Google Integrations), you will see Actions for both Integrations listed in the Template, differentiated by name.
Actions from all connected Integrations are enabled by default. Use the checkbox next to each Action to enable or disable it in the Workflow:
You can also click the "X" next to an Integration in the left column to remove all Actions associated with it:
A green "Success" message will briefly display when removing or re-adding Integrations. This message shows how many Actions were removed or re-added:
To re-add an Integration, scroll to the bottom of the Integrations column on the left side and select "Add Integrations". A menu will pop up where you can click the checkbox next to the Integration you want to re-add. Click the "Add Integrations" button once you've selected all the Integrations you want to add back.
Please Note: The "Add Integrations" option will only populate if you have removed an Integration manually:
Once your Workflow contains the desired actions, click "Next" in the top right corner to move on to Step 2. Don't worry if you think you might need to change your Workflow's configuration later. We can add or remove Actions later in Step 3, and you always have the opportunity to edit a Workflow once it's created!
- If you have two of the same Integration types (ie: two Google Integrations) you will see Actions listed for both Integrations in the template, differentiated by name.
- The "Add Integrations" option will only populate if you have removed an Integration manually.
- You can always add or remove Actions from a Workflow, even after it has been successfully created from a template.
Step 2: Select Trigger
In the following step you will select a trigger for your Workflow.
Under "Select an Integration" you will see a list of Integrations that have events that can trigger a Workflow. The list of Integrations you'll see depend on what full Integrations are connected to your BetterCloud instance:
Please Note: you can select "None - Skip this step" if you don't want your Workflow to trigger automatically, or if you want a different trigger than what we offer (see On Demand Workflows and Changing the Workflow Trigger for more information):
Once an Integration is selected, a list of available triggering events for that Integration will populate under "Select the Triggering Event". The events listed here depend on the type of Workflow Template you chose on the Workflow Template landing page.
For example, the Offboarding Users template won't show a trigger for "New User", as an Offboarding Workflow would not be triggered by this type of event:
Next to each trigger is a description of when the event will trigger:
Some triggering events will prompt you to enter a condition. If one is entered, it will automatically become an IF condition in your Workflow. If you don't fill out a condition, you will still be able to fill it out in your Workflow later on:
The video above shows the Google event "User's Org Unit Changes" being filled out with the "Sales" Org Unit. Notice the Parent Org Unit is listed below the target to help identify the correct target.
Once you've decided on your trigger, select "Next" to have your Workflow be automatically built!
Step 3: Review and save your Workflow
After selecting your trigger, you will be taken to BetterCloud's Workflow Builder to review it (this is the same Workflow Builder you would see when creating a Workflow from scratch under Workflows > Create).
The first thing you will see is a prompt to remind you that this template was created using default values and to double check the Workflow for accuracy. The purpose of this prompt is to warn you that some Actions may be incomplete, as BetterCloud could not automatically determine what the properties of that Action should be:
- Incomplete Actions are highlighted in red text. You can fill them out with the proper dynamic field of your choosing, a static value, or leave them blank if you intend to run the Workflow On Demand.
- Complete Actions are highlighted with blue text. The value can still be modified if you choose, and BetterCloud recommends reviewing all Actions to ensure they are pointing to the correct value.
Once you've acknowledged the prompt, you can edit the Workflow as you please! Feel free to rename the Workflow, adjust conditions, re-arrange/add/remove Actions, or even change up the Workflow trigger!
Changing the Workflow Trigger
If your preferred trigger is not listed, or if you want your Workflow to trigger from a custom Alert, you can change the trigger of your Workflow. However, modifying the trigger of your Workflow after it has been set will invalidate any dynamic fields already setup.
Below is a video of what you will see if you modify the Workflow trigger:
This means if you already have your Workflow Trigger set and decide to modify it, you will need to go through all the Actions in your Workflow that have dynamic fields, remove the invalid entry, and replace it with a valid dynamic field.
If you know before completing Step 2 that you want to use a different trigger than what is currently offered, it's recommend that you choose the option "None - Skip this step":
Selecting this option will prevent dynamic fields from auto populating in the Workflow when it is built, as dynamic fields can only populate when a Workflow Trigger is selected.
Once the Workflow is built you can add your preferred Trigger and populate the dynamic fields of each Action.
Read more about Workflow Triggers in the articles below:
- Progress is not saved by default. Attempting to navigate to another part of BetterCloud while in the Workflow Template or Workflow Builder will prompt you to confirm you do not wish to keep unsaved changes.
- If you have two Integrations from the same provider (ie: two Google Integrations), you will see Actions for both Integrations listed in the Template, differentiated by name.
- You won't be able to "Publish" your Workflow until all Action are configured correctly. If your end goal is to run this Workflow on-demand, the Workflow does not have to be in a "Published" state, and can be run on-demand if it's in a "Draft" or "Inactive" state. See On Demand Workflows for more information.
- Workflows will inherit the name of the Template by default.
- Not populating conditions that require an additional parameter is okay. The condition will still be added to your Workflow and can be filled out after your Workflow is built.
- Changing the Workflow trigger will invalidate any dynamic fields in the Workflow. You will need to replace the invalidated dynamic fields to continue.