Table of Contents

Learning Objectives

After completing this lesson, you will be able to:
  1. Understand the basic concepts and components of workflows, and their role in real business scenarios.
  2. Master how to create and configure workflows, including using Trigger by Worksheet and Trigger by Date Field.
  3. Learn how to retrieve data using Get single Data nodes in workflows, and reference dynamic values in nodes like Fill in, CC, and Send Email.
 

Scenario Case

MEGA Technology Ltd. has completed the core setup of its employee management system on HAP, including data entry, visualization, analysis, and access control.
 
To further improve management efficiency, the HR department now wishes to automate several key processes:
  1. When a new employee is about to join, the system should automatically send a welcome email and notify the relevant department manager to prepare for the onboarding.
  2. When a training course is assigned or the training date is updated, employees should be notified automatically.
  3. After each course, the system should remind participants to submit course feedback to help HR gather timely insights.
 
 
Email Template for New Employee Onboarding:
 
Dear [Employee Name],
 
Welcome to MEGA Industrial!
 
We’re pleased to inform you that your onboarding information has been successfully recorded. Please report to the company on [Entry Date] to officially start your journey with MEGA.
 
To ensure a smooth onboarding process, please bring the following documents with you:
  • Original and copy of your national ID (1 each)
  • Original and copy of your highest academic certificate (1 each)
  • Personal bank account information (for salary deposits)
  • Two 1-inch recent color ID photos
  • Any professional/qualification certificates if available
 
Check-in Location: Lobby, 1st Floor, MEGA Industrial
Contact Person: HR Department / Wu Ting
 
We believe your arrival will bring fresh energy to the team. We look forward to building value and growing together with you at MEGA Industrial!
 
Feel free to contact us if you have any questions.
 
MEGA Industrial
Human Resources Department
 

Steps

 

Workflow Entry

 
  1. In the top-right corner of the application, click Workflow to open the workflow list.
 
 
  1. Click Create Workflow to start creating an automated workflow.
 
 
  1. Choose an appropriate trigger based on your business scenario. More details: https://help.nocoly.com/workflow/trigger-mode
 
 

Onboarding Notification

 
When a new employee is about to join, the App automatically emails the employee and notifies the department manager.
 
Steps:
 
  1. In the workflow list, click Create Workflow and choose Trigger by Worksheet.
 
 
  1. Set the Trigger Method: when a record in Employee Directory is created or updated. Trigger Condition： when Employment Status equals Onboarding and Entry Date is not empty. And click Save.
 
 
  1. Add an Send Email node. Set the Recipient to be the Email field from the triggering employee record.
 
 
  1. Paste the email template into the email Body , and replace [Employee Name] and [Entry Date] with dynamic values from triggering employee record.
 
 
  1. Add a Get Single Data → Get the associated records node to retrieve the related Department from the employee record.
 
 
  1. Add a CC node: the CC Data Object is the Employee Directory record, and the CC recipient is the Department Manager from the related department.
 
 
  1. Name it as Onboarding Notification and publish the workflow.
 
 
  1. Result: When a new employee is added, the App emails the employee and CCs the department manager.
 

Training Schedule Notification

 
When a course is newly assigned or the date is updated, the system automatically notifies the employee.
 
Steps:
  1. Create a Worksheet Triggered Workflow on the Course Participation Record worksheet. Trigger Method：When Class Date is created or updated. Trigger condition: when Class Date is not empty.
 
 
  1. Add a CC node. The CC Data Object is the Course Participation Record, view set to Course Calendar, and recipient is the Employee Account from the record.
 
 
  1. Name the name as Training Schedule Notification and publish the workflow.
 
 
  1. Result: When Course Participation Record is created or updated, the employee of the record is automatically notified.
 
 

Course Feedback Reminder

 
Notify employees at 6:00 PM on the day of the course to submit their course feedback.
 
Steps:
 
  1. Create a Date Field Triggered Workflow.
 
 
  1. Set the worksheet to Course Participation Record, date field to Class Date, execution time set to 18:00 At the Date above.
 
 
  1. Add a Fill in node named “Submit Course Feedback”.
    1. Data Object: the triggered record which is Course Participation Record.
    2. Designated Person: the Employee Account from the triggered record
    3. Field Settings: set Course Rating as required and Feedback as editable
 
 
 
  1. Name it as Course Feedback Reminder and publish the workflow.
 
 
  1. Result: At 6:00 PM on the course day, employees are notified to submit feedback.（The screenshot contains process test data, so the time is not 6:00 PM）
 
 

Hands-on Practice

 
Now, click the "Open the Practice App" button in the upper right corner of the page to access the hands-on application designed for this course, and start practicing!