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. 

Create a workflow from a template

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

1. Ensure you have the required access rights to create workflows. 
2. Go to Automations > Create workflow.
3. Select the most suitable template from the gallery to open the workflow builder.
4. The pre-built workflow displays in a flowchart-like visual. Select a workflow component to modify or delete it based on your needs.
5. To include additional components, click Add a step.
6. 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 one or multiple specific people. 

Create a workflow from scratch

Before you create a workflow from scratch, familiarize yourself with the Workflow components. 

To create a workflow from scratch, follow these steps:

1. Go to Automations > Create workflow (Top-right corner).
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 approvals before activating it. 

Activate a workflow

When activating a workflow, note the following:

• Activated workflows will start executing based on the defined trigger. Once triggered, you cannot stop the executions in progress, but you can deactivate or delete it to prevent future executions.
• Workflows trigger once all conditions are met, regardless of an employee's status or access rights.
  • Employees might receive notifications or tasks related to areas they cannot access. Ensure all recipients have the necessary access rights when adding them to a workflow. 
  • Employees not yet invited to Personio might still receive notifications, like emails, related to a workflow. Only activate a workflow if all employees included in it have been invited to Personio.
• We recommend only including invited users, like HR Managers, when testing workflows to ensure accurate results. 
• Consider double-checking your workflows with a colleague before activating.

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

Monitor and modify workflows

To monitor workflows that you've created using the workflow builder, go to the Activity tab. This shows a list of workflows that are in progress or completed. Workflows that you have created and activated don't appear in the activity tab until the trigger occurs. 

See Monitor and manage workflows for info about tracking a workflow's progress, 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.