Automation - Overview & Use Cases

Automation - Overview & Use Cases

What is automation in Zoho People?

Automation in Zoho People helps in streamlining HR processes, reducing manual effort, and enhancing efficiency. Through automated workflows, mail alerts, checklists, and custom functions, it eliminates redundancy, ensures data accuracy, and enables the timely completion of tasks without requiring human intervention once configured. It can include simple data-based actions, such as sending reminders, to complex multi-stage workflows for employee query management. 


What automation can you perform in Zoho People?

  1. Workflows:
    Workflow automation helps you automate all your HR processes by eliminating most of the manual administrative work. You can preset and customize the workflow process, and full access control to the administrative processes will be given.
    Learn more
  1. Blueprints:
    Blueprint is a systematic flowchart of your HR processes, created digitally in Zoho People. It captures each and every stage in an HR process that you follow offline. 
    Learn more
  1. Actions
    1. Email Alerts
      Improve your workflow with automatic email alerts and be up-to-date at all times. Get instant notifications when specific actions, such as requests, status updates, edits, and approvals, are executed. Learn more.
    2. Checklists & Tasks:
      Checklists and tasks exist to ensure that all necessary actions are completed efficiently and on time. With checklists, users can list and organize tasks or action items, providing a clear overview of what needs to be accomplished. Tasks are individual action items assigned to specific owners, facilitating accountability and tracking of progress. By creating tasks and assigning them to responsible individuals, organizations can streamline workflow management, maintain records of completed activities, and enhance overall productivity and efficiency. Learn more.
    3. Field Updates:
      Field updates are used to dynamically update form fields through associated actions as part of a workflow, blueprint, or custom action. The field gets automatically updated in the related form when selecting or providing the specific lookup value in the form. This feature is very useful to avoid manual value entries in the related forms and thus saves time. Learn more.
    4. Webhooks:
      It communicates with third-party applications by sending instant notifications every time a user performs an action in the Zoho People organizational account data. Webhooks are so useful, flexible, and totally customizable. Learn more.
    5. Custom Functions:
      Custom functions let you create user-defined functions that can be reused anywhere in Zoho People. You can maintain and edit custom functions, and the script will be in one central location. These functions are mainly created to manipulate data, connect with third parties and internal applications, and update responses in Zoho People. Learn More.
    6. E-Sign Flow (Requires integration with Zoho Sign):
      Create pre-configured flows to get documents esigned from different recipients for varied official requirements. Learn More.
    7. Posts for Zoho Connect (People Plus or Zoho Connect integration required):
      Automated messages can be scheduled and posted in Zoho Connect using workflows from Zoho People/People Plus. This enables the automatic posting of periodic announcements, reminders, notifications, and other messages on walls and public groups within Zoho Connect.  Learn More.
  1. Schedulers
    1. Absent Scheduler (Attendance service only):
      Use a scheduler to automatically notify or mark the absence of employees who have forgotten to check-in.
    2. Compensatory Off Scheduler (Leave service only):
      The compensatory off scheduler records an employee's work done on a weekend or holiday automatically.
    3. Timesheet Scheduler (Timesheet service only):
      Add timesheet scheduler to collate time logs as timesheet and submit for approval automatically.
  1. Templates
    1. Email Templates:
      Use email templates to create ready-to-use emails that can be used in workflows, blueprints, and custom actions. Learn more.
    2. Letter Templates:
      Letter templates are used to create standardized official letters for specific purposes, streamlining the process of generating official documents. Learn more.
    3. Mail Merge Templates:
      Create advanced letter templates with formatting options to send standard HR documents, such as probation letters and contracts, to multiple employees at once. Learn more.
  1. Reminders (Timesheet service only):
    Set timely reminders to remind your employees to log time and submit their timesheets.
  2. Present By Default (Attendance service only):
    It is used to mark selected users as present automatically.
  3. Shift Rotation (Shift service only):
    Automatically change the assigned shift for employees based on the specified frequency.
  4. Notifications (Performance, Onboarding, Cases service, Office Readiness, Employee Engagement services):
    Enable or disable default notifications and customize (if applicable).
Alert
Not all services support every automation feature. Select a service and go to the Automation tab to see the list of automation features supported. Some services may include preconfigured and editable automation.

Automation Use Cases

Leave Service - Notify team about employee leave

  1. Go to Settings > Leave > Automation > Workflows and click on Add Workflow.
  2. Enter the basic details and select New or existing record is approved radio button within "Action Based Events".

  3. Now head to the "Actions" space and select Email Alert. "Person performing this action" will be the "From" and "To" will be "Team email address of the person performing this action". This can be selected by using the () icon.



  4. The subject is also smartly composed using the prebuilt options.



  5. The body of the email alert is composed by inserting custom text and using the available merge/select field options. The final text used is:
    Dear Team,
    Leave information for - ${Employee_ID.FullName}
    Employee Details: 
    Employee ID : ${Employee ID.EmployeelD}
    Leave Type : ${Leavetype}
    From : ${From}
    To : ${To}
    Reason : ${Reasonforleave}




  6. Finally click Save.
  7. The workflow is now configured and team members will be automatically notified when an employee takes leave.

Birthday Remainder

Purpose
To create a workflow to send a birthday wish to employees on their birthday automatically.

Workflow process
You can configure a workflow which will automatically trigger an email to employee(s) wishing them on their birthday.

To send automated Birthday Reminder to your employees

Step 1: Create a Birthday Email template.
  1. Navigate to Settings > Employee Information > Automation > Templates > Email Templates.
  2. Create an Email Template for birthday reminder, refer to Email Alerts Automation - Zoho People.


Step 2: Set up the Workflow to trigger Birthday email.
  1. Navigate to Settings > Employee Information > Automation > Workflow.
  2. Click Add Workflow.

  3. Select the Employee form from the form dropdown.
  4. Enter the Workflow name as Birthday Reminder.
  5. In the trigger events, select Date Based events.
  6. Select the event date field, the date field in the employee form are listed, select Date of Birth.


  7. Select the date of execution as on event date.
  8. Select the time of workflow execution, based on our use case (12:00 A.M.)
  9. Select occurence as every year.
  10. Select the time Zone.
  11. In the Actions > Email Alerts, select the Email template created for the Birthday reminder.


  12. Click Save.
Birthday email will be automatically triggered to your employees.

Work Anniversary Email

Purpose
To send emails automatically to employees wishing them on their work anniversary.

Workflow process
You can configure a workflow which will automatically trigger email alerts to employees as and when they complete one or more years of service at work.

Step 1: Create Work Anniversary Email template.
  1. Navigate to Settings > Employee Information > Automation > Templates > Email Templates.
  2. Create an Email Template for the work anniversary, refer to Email Alerts Automation - Zoho People.


Step 2: Set up the Workflow to trigger Work Anniversary email.
  1. Navigate to Settings > Employee Information > Automation > Workflow.
  2. Click Add Workflow.


  3. Select the Employee form from the form dropdown.
  4. Enter the Workflow name as Work Anniversary.
  5. In the trigger events, select Date Based events.
  6. Select the event date field, the date field in the employee form are listed, select Date of Joining.


  7. Select the date of execution as on event date.
  8. Select the time of workflow execution, based on our use case (9:00 A.M.)
  9. Select occurence as every year.
  10. Select the time Zone.
  11. In the Criteria section, set Current experience is greater than or equal to 1.


  12. In the Actions > Email Alerts, select the Email template created for the Work Anniversary.
  13. Click Save.
Work anniversary email will be automatically triggered to your employees.

Automatically Remind Employees on their Contract Expiry Date

Lets see how to set up a workflow to remind your employees on their contract expiry date before a month through email alert.
  1. From your home page, navigate to Settings > Employee Information > Automation > Workflow > Add Workflow
  2. In the Basic Details section, select the Employee form.
  3. Enter the workflow name and description, ensure the workflow status is enabled.
  4. In the trigger event section, select Date based events.

  5. In the Event date field, select the Contract Expiry Date.
    Idea
    The Contract Expiry Date is not a default field in the Employee form, so you'll need to customize it to add this field. Once added, ensure that the Contract Expiry Date is specified for your contract employees.
  6. Select the Date of execution as before event date and select the number of months or days before the employee must be notified.
  7. Select the time of execution.
  8. Select the applicable time zone.
  9. Set Criteria to trigger action for only specific employees.
  10. In the Actions section, either add a new Email Alert for the Employee form using the (+) option or select an existing email alert that you have created for the Contract Expiry Alert.
  11. Click Save. 
    Employees will be automatically notified 1 month before their contract expiry date.

Automatically Send Employment Confirmation Letter after 6 months of Joining

Sending a confirmation letter to employees after six months of their date of joining in the organization. You can configure a workflow by setting a email notification to be sent along with the confirmation letter as attachment to all employees after six months of their joining date.

Step 1: Create an Email Template for the Confirmation Letter.
  1. Create an email template for the confirmation letter to be sent to your employees. This email template will be used in the email alerts. To add the email template, refer to Email Templates.


Step 2: Create Confirmation Letter as either Letter template or Mail Merge template for Employee Form
  1. To create a Confirmation Letter in a simple Letter template format (with only text and form merge fields). Navigate to Settings > Automation > Templates > Letter Templates.
    or
  2. Use Mail Merge Template option to create a Confirmation letter with advanced formatting options and design, refer to Mail Merge Template - Zoho People.
Step 3: Add Email Alert for Confirmation Letter.
  1. Navigate to Settings > Employee Information > Automation > Actions > Email Alerts.
  2. Click Add Email Alert.
  3. Select the Form name as Employee and enter the Email alert name as Confirmation Letter.
  4. In the message section, select From, to, and specify the subject line.

  5. Select the Body as Confirmation Letter. This is the Email Template which you have created for Confirmation Letter.
  6. In the attachments, select the Templates, you can either choose a Letter template or Mail Merge Template where you have created the Confirmation Letter.
  7. Click Save.
Step 4: Create a Workflow to trigger the Confirmation letter after 6 months of Joining.
  1. Navigate to Settings > Employee Information > Automation > Workflows.
  2. Click Add Workflow.
  3. Select Employee Form.
  4. Enter the workflow name and description.
  5. Ensure the workflow status is enabled.
  6. In the Trigger Events section, select Date based events.



  7. Select the Event date field as Date of Joining.
  8. Select Date of execution as after event date and enter 6 months and 0 days.
  9. Specify the time of execution and occurence.
  10. Select applicable time Zone.
  11. Set criteria for sending confirmation letters to employees in specific departments, designations, roles, etc.
  12. In the actions, select Email Alert and choose the Confirmation letter Email Alert which you have created.
  13. Click Save.
Confirmation letter will be automatically sent via email to applicable employees after 6 months of Joining.
Idea
Similarly, you can create a workflow for Automatically sending Welcome Email to your Employees on their Date of Joining.
Step:1 Create a Welcome Email Template for employee form, navigate to Setting > Employee Information > Automation > Templates > Email Templates.
Step 2: Create an Email Alert for employee form,  and associate the above email template, navigate to Setting > Employee Information > Automation > Actions > Email Alerts.
Step 3: Create a workflow with a date-based trigger event. Choose the Date of Joining as the event date, and select the time for execution. Set required criteria, and under actions, select the Welcome Email alert. Finally, click Save.
Welcome Email will be sent to applicable employees on their Joining Date.

Notify Employees before their Visa Expiry Date

Reminding your employees before their visa expiry date. 

Step 1: Create an Email Alert for visa expiry
  1. Navigate to Settings > Employee Information > Automation > Email Alerts.
  2. Click Add Email Alert.
    To add new Email Template, choose Add new email template in the Body.
  3. Click Save.

Step 2: Create a Workflow to automatically notify employees before their visa expiry.

To set up a workflow:
  1. Navigate to Settings > Employee Information > Automation > Workflow.
  2. Click Add Workflow.
  3. Select Employee in the Form name.
  4. Select Date based events.
  5. In the event date field, select Visa Expiry Date.

  6. In the date of execution, before event date, and enter the number of months before the employee must be notified.
  7. Select the time of execution.
  8. Select execution occurrence.
  9. In the actions section, select the Visa Expiry Email Alert.
  10. Click Add.
    Workflow will be added and your employees will be notified 2 months before their Visa Expiry.

    Access your files securely from anywhere

      Zoho CRM Training Programs

      Learn how to use the best tools for sales force automation and better customer engagement from Zoho's implementation specialists.

      Zoho CRM Training
        Redefine the way you work
        with Zoho Workplace

          Zoho DataPrep Personalized Demo

          If you'd like a personalized walk-through of our data preparation tool, please request a demo and we'll be happy to show you how to get the best out of Zoho DataPrep.

          Zoho CRM Training

            Create, share, and deliver

            beautiful slides from anywhere.

            Get Started Now


              Zoho Sign now offers specialized one-on-one training for both administrators and developers.

              BOOK A SESSION





                          Quick LinksWorkflow AutomationData Collection
                          Web FormsEnterpriseBegin Data Collection
                          Interactive FormsWorkplaceData Collection App
                          CRM FormsCustomer ServiceAccessible Forms
                          Digital FormsMarketingForms for Small Business
                          HTML FormsEducationForms for Enterprise
                          Contact FormsE-commerceForms for any business
                          Lead Generation FormsHealthcareForms for Startups
                          Wordpress FormsCustomer onboardingOrder Forms for Small Business
                          No Code FormsConstructionRSVP tool for holidays
                          Free FormsTravel
                          Prefill FormsNon-Profit

                          Intake FormsLegal
                          Mobile App
                          Form DesignerHR
                          Mobile Forms
                          Card FormsFoodOffline Forms
                          Assign FormsPhotography
                          Mobile Forms Features
                          Translate FormsReal EstateKiosk in Mobile Forms
                          Electronic Forms

                          Notification Emails for FormsAlternativesSecurity & Compliance
                          Holiday FormsGoogle Forms alternative GDPR
                          Form to PDFJotform alternativeHIPAA Forms
                          Email Forms
                          Encrypted Forms
                          Embeddable Forms
                          Secure Forms
                          Drag & drop form builder
                          WCAG



                                            You are currently viewing the help pages of Qntrl’s earlier version. Click here to view our latest version—Qntrl 3.0's help articles.




                                                Manage your brands on social media


                                                  • Desk Community Learning Series


                                                  • Digest


                                                  • Functions


                                                  • Meetups


                                                  • Kbase


                                                  • Resources


                                                  • Glossary


                                                  • Desk Marketplace


                                                  • MVP Corner


                                                  • Word of the Day


                                                  • Ask the Experts


                                                    Zoho Marketing Automation

                                                      Zoho Sheet Resources

                                                       

                                                          Zoho Forms Resources


                                                            Secure your business
                                                            communication with Zoho Mail


                                                            Mail on the move with
                                                            Zoho Mail mobile application

                                                              Stay on top of your schedule
                                                              at all times


                                                              Carry your calendar with you
                                                              Anytime, anywhere




                                                                    Zoho Sign Resources

                                                                      Sign, Paperless!

                                                                      Sign and send business documents on the go!

                                                                      Get Started Now




                                                                              Zoho TeamInbox Resources



                                                                                      Zoho DataPrep Resources



                                                                                        Zoho DataPrep Demo

                                                                                        Get a personalized demo or POC

                                                                                        REGISTER NOW


                                                                                          Design. Discuss. Deliver.

                                                                                          Create visually engaging stories with Zoho Show.

                                                                                          Get Started Now









                                                                                                              • Related Articles

                                                                                                              • Approvals - Overview & Use Cases

                                                                                                                What is the approvals feature in Zoho People? Approvals refer to the defined process of handling consent for specific requests or official work. It usually involves managers and other members of the hierarchy to grant approval for requests from ...
                                                                                                              • Onboarding - Automation

                                                                                                                Automation in Zoho People Onboarding service allows you to customize related notification templates and other advanced automation functions. Notifications You can customize the following notification templates for the Onboarding service: Welcome ...
                                                                                                              • Workflow Automation - Zoho People

                                                                                                                What is a Workflow in Zoho People? Automate your HR process and operation through Zoho People Workflow. Creating workflows for a services helps you to eliminate most of the manual HR tasks, boost efficiency, and save your time. Benefits of Workflow ...
                                                                                                              • Employee Cases

                                                                                                                The Cases feature helps an employee get answers to their queries in a quick and streamlined manner. Cases is an internal query management system in the organization with agents handling queries in different categories. Submitting and tracking queries ...
                                                                                                              • E-Sign Flow Automation - Zoho People

                                                                                                                Automate the digital signing of letters by integrating E-Sign Flow into your workflows. Create an e-signature template in Zoho People and map it to the workflow to effortlessly send letters or documents and obtain signatures from the required ...
                                                                                                                Wherever you are is as good as
                                                                                                                your workplace

                                                                                                                  Resources

                                                                                                                  Videos

                                                                                                                  Watch comprehensive videos on features and other important topics that will help you master Zoho CRM.



                                                                                                                  eBooks

                                                                                                                  Download free eBooks and access a range of topics to get deeper insight on successfully using Zoho CRM.



                                                                                                                  Webinars

                                                                                                                  Sign up for our webinars and learn the Zoho CRM basics, from customization to sales force automation and more.



                                                                                                                  CRM Tips

                                                                                                                  Make the most of Zoho CRM with these useful tips.



                                                                                                                    Zoho Show Resources