Once you've set up the trigger event, the next step is to add tasks for execution.
To get started, click the '+' icon within the trigger field and choose what you'd like to add. Here are the available options:
Create a task: Define specific tasks that need to be completed as part of the workflow.
Send an email: Automate the process of sending emails to relevant individuals or group of employees.
Send a welcome letter: Automatically send an invitation to the system.
Generate a document: Configure the system to generate specific documents, such as offer letters, contracts, or reports.
Send a webhook: Integrate with external applications or services by sending webhook notifications.
Trigger the workflow: Automate workflow activation within existing workflows.
Google Workspace action: Automate the creation or deletion of Google Workspace for a new hires or terminated employees.
In this article, we will tell how to send emails effectively. Here's an example of how it appears within the system:
Giving the name to the workflow action
Give a descriptive name that will make it easier to understand later in the sequence of actions what the purpose of this letter is.
In the "Recipient Type" field, you have several options:
1. "Affected employee" - If you select this option, the email will be send to the affected employee. This might be a welcome letter or a letter with futher instructions.
2. "Manager of the affected employee" - Choosing this recipient type sends the email to the manager of the affected employee.
3. "Referenced employee of the affected employee" - This option lets you choose a specific employee, like an HR manager, identified in the affected employee's profile using a custom field. For instance, if Eva Novak is Ilya Scherbakov's HR manager, selecting this option will arrange the sending of the email to Eva.
For more detailed guidance, refer to our custom employee fields guide.
4. "Specific employee" - This option enables you to choose a particular individual to receive an email.
5. "Group of employees" - This option enables you to select a group of employees to send an email to. For instance, you can create a group that includes members from both the HR and IT departments.
6. ''External emails''- Now, when writing emails in the workflow, you can send them to external email addresses. This is useful if your task concerns a freelancer or an external team member.
✨ Additionally, this option lets you thank or greet remote employees who are not part of the internal team.
Using placeholders in emails
When writing the body of the email, use placeholders— platform-generated prompts with useful information— such as the employee's full name, position, manager's name, department, etc.
This will save you time by not having to look up this information separately when composing the text.
