Defined once and benefit multiple times: Automate the sending of certain messages to your employees.
Create automated messages to your employees on specific occasions. For example, an automatic birthday message, a welcome message to new employees or the automatic sending of the data request form.
Create workflows for Messenger dispatch
The definition of workflows is located under Settings -> Talent Management Module -> Workflows.
And this is how it works:
- Click on the “+” button at the bottom right
- The “Add entry” pop-up opens
- Select any icon, a suitable name and a description of your workflow
- Now select which event should trigger a message to be sent.
- Once you have selected the appropriate trigger, you can choose which message template should be sent under
Trigger
The triggers define the event for which the message is to be sent. You can choose between areas (e.g. the employee file) and various options (e.g. when a new employee file is created, when a status changes or when an employment relationship begins or ends) as well as the time of occurrence (immediately or according to a specific schedule). You can also restrict this information and only set it up for specific locations, departments or employee statuses, for example.
Here are a few examples of triggers for your workflows:
- Immediately when the employee file is created
- 2 weeks before the 1st working day at the company
- On the day of the birthday
- On the day of the anniversary
- 1 week before the last working day
Actions
Once you have defined the triggers, define the action to be executed. Select the “Messenger” option under “Area”. You will find the option “Should a messenger message be sent.” Now you can select the correct chat template and save your workflow.
Examples of messenger workflows
Birthday message
- Workflow
A message with congratulations should be sent automatically on the employee’s birthday.
Workflows can also be combined. For example, an additional reminder can be created before the employee’s birthday. You can find the instructions for creating reminder workflows here.
Welcome message to new employees
- Workflow
When a new employee file is created, a welcome message with all the important information about our company should be sent to the new employee. - Workflow
Sending the data request form would be conceivable as a follow-up workflow. You can find this workflow as a ready-made example in your settings and can edit and activate it there as required.
Frequently asked questions
I have set up a whole series of different workflows. Does the sequence play a role here?
The time at which a workflow occurs is controlled by the execution point. For workflows with the same time and the same areas/options, the sequence is important. Higher-ranking workflows are executed first.