Categories

Manual actions are native CoreView actions that, along with Miscellaneous actions, are specifically designed for workflows. They can only be accessed from the "Manage workflow" section.


This article will delve into the specifics of each of these workflow management actions.



Multichoice

This action sends an email to a designated recipient, asking them to determine the next steps in the workflow. It is typically designed to work in conjunction with the filter function. Let's view how to configure it:


  • Options: Enter all the choices the e-mail recipient/owner can choose from.
  • Owner can choose: Select "Yes" to give yourself the option to decide in case the e-mail recipient fails to provide an answer.
  • Email recipient can choose: Enter the input or the email address of the person who must make a decision. 
  • E-mail: type in the subject and body of the e-mail that will be delivered to the recipient.


Example

1. The workflow asks the recipient for permission to remove all tags from a user and add a new tag. Since a filter has been also configured, the workflow will proceed to perform these actions only if the recipient answers "yes". The owner can also make the decision if necessary.



2. Upon workflow execution, the recipient will get an email containing the multiple-choice options.



3. If approved by clicking on "yes", the workflow will proceed.



4. Refresh the "Execution detail" panel to view your workflow progress.



5. Workflow success! The previous tags have been deleted and the new "TagName" tag has been successfully added to the user.





Multichoice with timeout

This action is similar to the previous one but features a configurable timeout (in seconds). If no answer is provided within the specified time frame, the action will be executed automatically.


Example

1. The workflow is requesting permission to remove the previous tag before adding a new tag, "Hello". The email specifies that if no answer is provided within 60 seconds, the workflow will not remove the previous tag, as a filter has been configured to skip this action.



2. From the "Execution detail" panel, we can observe that the email timed out, and therefore the filter skipped the action that would have removed other tags.



3. As a result, both the old tag and the new tag "Hello" are displayed for the user.





Owner/Operator approval

This action sends an email to a designated account, requesting approval for the upcoming workflow action(s). To set this up, select the "Approved by Email" field from the dropdown menu and add the input or the email address of the user responsible for making the decision.


If you, as the workflow owner, would also like the ability to approve the request, choose "Yes" for the "Approved by Owner" field. 


The workflow owner is the user who runs the workflow.



Example

1. The selected user will receive an email asking if they approve of the removal of previous tags to add the tag "ThisWasApproved" instead.



2. By clicking on "Choose your option", the email recipient will be redirected to a page where they can make a decision. 



3. Here the user can either reject or approve the workflow action(s). In this case, we are going to approve. 



4. Refresh the "Execution detail" panel to view your workflow progress.



5. Workflow success! The previous tags have been removed and the new tag "ThisWasApproved" has been successfully added to the user.





Owner/Operator timeout without approval

This action is similar to the previous one but features a configurable timeout (in seconds). If no answer is provided within the specified time, the action will be executed automatically. 


Example

1. We ask the email recipient to approve the following workflow actions:

  • Flush previous tags; 
  • Add the new tag "You were slow"; 
  • Send a confirmation email. We also configured a timeout of 60 seconds, after which the workflow will proceed as planned.



2. From the "Execution detail" panel, we can observe that the email timed out, and therefore the workflow is proceeding with the following actions.



3. Workflow completed! The previous tags have been deleted and the new "You were slow" tag has been successfully added to the user.





Send email

This action sends an email to the preconfigured user(s). In the example below, it is set up as a confirmation email to be sent upon the completion of the workflow. 


Example

1. We add a "Send email" action at the end of the workflow sequence to deliver a confirmation email to the owner.



2. First of all, select the recipient and type in the body of the email. 



3. If the workflow is successful, the recipient will receive the confirmation email. 



4. Let's check the changes made by the workflow: the new tag "You were slow!!!" has been successfully added to the user.



Please note that this task applies to each workflow execution. Therefore, if the workflow is run against N items, it will send N emails. If this is not the intended result, it might be more appropriate to select a different task, such as scheduling a report to be sent once the workflow is completed.