With workflows, you can have a set of rules checked automatically.
These rules can be related to different areas of scheduling, for example assignment or also time tracking. To name an example, warnings can be shown if employees do not adhere to the rest periods between two shifts.
To store a workflow, click on the gear icon in the left column → Location settings → "Workflows" tab → button "Add trigger"
You can now specify in the new window under which circumstances you wish to receive a notification.
Example: Adherence to the rest periods between shifts
We first label our workflow so that we do not lose track later on.
A workflow is made up of two parts:
- Rule (when should actions be taken?)
- Action (what should happen?)
To give you a better overview, the rules are summarized according to the different types (time tracking, break, records, and assignment). You have different rules available to you depending on the selected type.
We choose the time tracking data type for our example.
You can also have more than one rule checked in a workflow, and can determine whether all rules (AND-rules) or only at least one of the rules (OR-rules) must be fulfilled to trigger an action.
One single rule is enough for the check in our case. Add a new rule with a click and select "Rest period duration".
A break of at least eleven hours must be taken between two shifts according to the law. We want to be notified if a rest period is shorter than eleven hours.
You then specify which action should be taken when the defined rule occurs.
You can, for example, have a warning with your own text displayed.
Press "Save" to confirm and go back to the overview.
If an employee is assigned to two shifts and the rest period is not adhered to, you will receive a notification via the bell in the left column.
After you have specified a trigger, you can now store information about what you want to happen when a workflow is triggered.
You have the following options for this:
- Display warning (within Papershift via the bell in the navigation bar)
- Send web request
- Send email
- Add tags
INFO: If you chose a web request as the action you can use "Liquid Syntax" in your request. You can find the documentation for the use with date formats under the following link.
Of course, you can also create quite a number of other workflows. We have summarized a few examples for you: Workflows - examples
If you have any problems or requests, just give us a call or send us a message.
We are happy to help.