This article explains how to create custom workflows in the Automations area. Pre-built templates and the no-code workflow builder help you to kick-start your automation journey.

For more info on workflows in general, see Understanding Workflows. To create workflows related to the employee lifecycle, see the relevant articles: onboarding, offboarding, and approvals. 

Before you start

Before you start:

• Ensure you have the required permissions to create workflows. 
• Familiarize yourself with the Workflow components. 

Create a workflow from a template

To create a workflow from a template, follow these steps:

1. Go to Automations > Create workflow.
2. Select the most suitable template from the gallery to open the workflow builder.
3. The pre-built workflow displays in a flowchart-like visual. Select a workflow component to modify or delete it based on your needs.
4. To include additional components, click Add a step.
5. Choose to activate the workflow or save it as a draft.
   If the workflow doesn't save or activate, steps that require additional info appear highlighted in red. Add the necessary info and try again. 

Tip: 
When selecting recipients or assignees, you can choose to select someone included in the workflow, a specific role, or specific individuals. 

Create a workflow from scratch

To create a workflow from scratch, follow these steps:

1. Go to Automations > Create workflow.
2. Click Start from scratch.
3. Select and define a trigger, then add a step to define the resulting action. 
   • Enter all the necessary components.
   • Optionally, add rules or conditions.
4. Click Add.
5. Repeat steps 3-4 until you have a complete workflow.
6. Activate the workflow, or save it as a draft.
   If the workflow doesn't save or activate, steps that require additional info appear highlighted in red. Add the necessary info and try again. 

See below for a step-by-step guide on how to create a workflow from scratch.

Save and activate workflows

Save a workflow as a draft

This saves your workflow, but does not activate it. It remains in a modifiable state, so you can make further adjustments as needed. This is ideal for refining your workflow or getting it reviewed by a peer before activating it. 

Activate a workflow

When activating a workflow, note the following:

• Activated workflows will start executing based on their trigger. Once started, you cannot stop workflows in progress, but you can deactivate or delete them to prevent future executions.
• Workflows trigger once all conditions are met, regardless of an employee's status or permissions.
  • Employees may get notifications or tasks for areas they cannot access. Ensure everyone included in the workflow has the necessary permissions before activating. 
  • Employees not yet invited to Personio might still get notifications, like emails, related to a workflow. Only activate a workflow if all included employees have been invited to Personio.
• When testing workflows, we recommend only including invited users, like HR Managers, to ensure accurate results. 
• Before activating, consider reviewing your workflows with a colleague to catch any mistakes.

See how to activate a workflow, or how to edit a workflow. 

Monitor and modify workflows

To monitor the progress of workflows you've created using the workflow builder, go to Automations > Activity > Workflows. See how to monitor and manage workflows and how to edit a workflow.

To monitor employee lifecycle workflows like onboarding, offboarding, electronic signatures, and approval requests, go to Automations > Overview and click View all at the bottom of the relevant widget.

Next steps

Learn more about the Automations area.