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The Automations area

This article explains the Automations area in Personio, a centralized space to create automated workflows based on your organization's unique requirements. Automations help you to manage repetitive tasks in Personio at scale, and improve your team's efficiency.

Authorized users can access the area by selecting Automations from the navigation bar. There are three tabs: Overview, Workflows, and Activity, which you can use to track the progress of your workflows, depending on the type.

  • Use the Overview tab to monitor workflows related to the employee lifecycle, like Onboarding, Offboarding, Electronic signatures, and Approval requests. 
  • To monitor workflows created with the workflow builder, administrators and authorized users can use the Workflows tab or Activity tab.

Read below for more about each tab. 

Overview tab

This tab has a dashboard that displays key information about your organization's employee lifecycle workflows, like Onboarding, Offboarding, Approval requests, and Electronic signature requests. You can configure these workflows in your account settings.

The dashboard helps you track the progress of these workflows, check each task's status, and identify any bottlenecks. Widgets appear in the dashboard based on user access rights, and each widget relates to a specific workflow.

Note: 
The Overview tab does not show data for new, custom workflows you create with the workflow builder. To track these, use the Workflows and Activity tabs. 

Onboarding and offboarding widgets

These widgets show all the employees currently assigned to onboarding or offboarding paths. You can see the total number of active paths, and paths that are Overdue and On track. From these widgets, you can: 

  • Monitor the progress of onboarding and offboarding workflows by clicking View all employees in on-/offboarding at the bottom of the relevant widget.
  • Detect any delayed paths due to overdue steps, and contact the responsible employee for more information.
  • Manage your onboarding and offboarding templates by clicking the gear icon in the top-right corner of the widget (visible only to admins).
  • Add Marketplace integrations to your onboarding and offboarding workflows by clicking the lightning icon in the top-right corner of the widget. This enables you to automate certain processes like granting users access to tools.

Approval requests widget

The Open approval requests widget is only visible to admins. Click an approval type to see a more detailed view of all the requests currently awaiting a decision, and the employees designated as approvers for each. From this widget, you can:

  • Detect any overdue approval requests so you can contact the main approver to get further information.
  • Manage your approval rulesets by clicking the gear icon located in the top-right corner (only visible to admins).

See Manage approvals for more info.

Tip:
If any of your approval rules have been migrated to the new experience, monitor and manage them using the Workflows and Activity tabs.

Active signatures widget

This widget shows an overview of all open signature requests, for all employees. It includes the number of signed, declined, still pending, and unsuccessfully delivered signature requests due to an invalid email address. From this widget, you can:

  • Detect any overdue signature requests and contact the signee to get further information, or quickly troubleshoot any failed signature requests.
  • Access a more detailed view of all the open signature requests by clicking View all Signatures.
  • Download the document containing an open signature by clicking the document name.
  • Navigate to the signee's employee profile by clicking the signee name.
  • Access the settings area to manage your document templates by clicking the gear icon located in the top-right corner (only visible to admins).
  • Keep better track of all the signatures included in your Personio plan.

The Active signatures widget is only visible to admins. If you're an admin and cannot see the widget, ensure you meet all the prerequisites. 

Workflows tab

The Workflows tab shows a list of all the workflows created using the workflow builder. You can find key information, like each workflow's name, creation date, creator, trigger count, last trigger time, and status.

You can activate, deactivate, copy, or delete the custom workflows you have created in this tab. See Monitor and manage workflows for more info.

Click Create workflow to open the workflow builder, where you can create more custom workflows that suit your business needs.

Activity tab

Once you create workflows using the workflow builder, you can use the Activity tab to monitor those that are in progress or completed. Select a workflow from the list to see its progress in detail, including timestamps and additional information about each step.

See Monitor and manage workflows for more information. 

The Activity tab does not include information about employee lifecycle workflows like Onboarding, Offboarding, Electronic signatures, and Approval requests. To monitor the progress of these workflows, go to Automations > Overview and click View all at the bottom of the relevant widget. 

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