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Flags and Workflows - Connect IT Community | Kaseya
<main> <article class="userContent"> <p><em>For partners subscribed to Select or Enterprise plans.</em></p> <p>This article will show you how to use Flag Types to trigger specific workflows which let you work more efficiently. Flag Types help you create notifications so that specific actions are triggered based on a flagged document.</p> <h3 data-id="how-it-works">How it works</h3> <p>Workflows can be triggered when a flag is added to, updated, or removed from a document. An example of a workflow may look like:</p> <ol><li> <strong>Trigger:</strong> Flag updated</li> <li> <strong>Flag Type:</strong> Draft</li> <li> <strong>Action:</strong> Send an email to select workgroup</li> <li> <strong>Action:</strong> Also notify the team in workgroup #general channel</li> </ol><p>For more information on how workflows can help you and how to set them up, read: <a rel="nofollow" href="https://kaseya.vanillacommunities.com/kb/articles/aliases/itglue/hc/en-us/articles/360004933677-Quick-guide-for-workflows">Quick guide for workflows</a>.</p> <h3 data-id="create-a-new-workflow">Create a new workflow</h3> <p>You will need to be logged in as a Manager or Administrator.</p> <ol><li>Log in to IT Glue and navigate to <strong>Account > Workflows</strong>. Then, click on the green <strong>+ New </strong>button to be taken to the new workflow setup screen. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/A82JXGXW7NK6/workflows-it-glue.png" alt="Workflows___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Select the <strong>Flag</strong> workflow trigger. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/FY89DVCQHSQG/workflows-it-glue-1.png" alt="Workflows___IT_Glue-1.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ol><h3 data-id="configure-the-trigger">Configure the trigger</h3> <ol><li>Enter a descriptive name for the notification in the <strong>Trigger Name</strong> field. <div> <strong>Tip!</strong> The name will be shown in the workflows management page so make sure it is globally unique across workflows to make identification easy.</div> </li> <li>Enter a <strong>Notification Failure Email</strong>. If there is a bounce back from the notification, an email will be sent to this email address from notifications@itglue.com.</li> <li>Click <strong>Next</strong>. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/HYMTW6Y5DDBN/workflows-it-glue.png" alt="Workflows___IT_Glue.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ol><h3 data-id="add-a-filter">Add a filter</h3> <div> <strong>Warning:</strong> If a filter is <em>not</em> specified for a flag type, all flag types will trigger the workflow's action as well as for all supported asset types (currently only Documents).</div> <ol><li>Click the <strong>+ Filter</strong> button on the left side of the screen. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/JIS3CGWHPRKN/workflows-it-glue-1.png" alt="Workflows___IT_Glue__1_.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Select your filter criteria using the drop-downs. To add additional filter criteria, click the plus icon. Setting multiple filters can help you target specific data. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/CBL122577OQA/workflows-it-glue-5.png" alt="Workflows___IT_Glue-5.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Click <strong>Next</strong>.</li> </ol><h3 data-id="choose-a-notification-method">Choose a notification method</h3> <ol><li>Choose the notification method (the action that will be triggered). In this example, we are using the <strong>Email Notification</strong> action. For email notifications, the following is required: <ol type="a"><li> <strong>Action Name</strong> - Enter a name for the action (e.g. email to senior tech team)</li> <li> <strong>Recipients</strong> - Enter as many email recipients as you need</li> <li> <strong>Subject</strong> - Enter the subject line for the email</li> <li> <strong>Body</strong> - Enter the body text for the email <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/1FZAAMTACFCA/workflows-it-glue-2.png" alt="Workflows___IT_Glue__2_.png" class="embedImage-img importedEmbed-img"></img></p> </li> </ol></li> <li>Click the <strong>Next</strong> button. <div> <strong>Note: </strong> Webhooks are used to trigger an outbound API message to an external system. This means that you will need a third-party integration for webhooks to work. If you are interested in using webhooks, see the following articles for further reading and to start building webhook-based actions. Please feel free to contact us if you have any questions or need further tutorials.<br><br><ul><li><a rel="nofollow" href="https://kaseya.vanillacommunities.com/kb/articles/aliases/itglue/hc/en-us/articles/360004939418-Setting-up-Slack-webhook-notifications">Setting up Slack webhook notifications</a></li> <li><a rel="nofollow" href="https://kaseya.vanillacommunities.com/kb/articles/aliases/itglue/hc/en-us/articles/360004934997-Setting-up-Microsoft-Teams-webhook-notifications">Setting up Microsoft Teams webhook notifications</a></li> <li><a rel="nofollow" href="https://kaseya.vanillacommunities.com/kb/articles/aliases/itglue/hc/en-us/articles/360004934417-Setting-up-an-Asana-zap-in-Zapier">Setting up an Asana zap in Zapier</a></li> <li><a rel="nofollow" href="https://kaseya.vanillacommunities.com/kb/articles/aliases/itglue/hc/en-us/articles/360004934757-Setting-up-a-Zendesk-zap-in-Zapier-">Setting up a Zendesk zap in Zapier</a></li> </ul></div> </li> </ol><h3 data-id="configure-the-action">Configure the action</h3> <ol><li>Configure your email action using variables (optional). You can use variables in the subject and body fields to pull values from the asset that triggers the notification. All available variables are listed at the bottom of the screen when you click on <strong>"Need Help? Click Here to See Available Variables"</strong>. <p><br><img src="https://us.v-cdn.net/6032361/uploads/migrated/4CJMDGPGA62O/workflows-it-glue-6.png" alt="Workflows___IT_Glue-6.png" class="embedImage-img importedEmbed-img"></img></p> </li> <li>Click <strong>Next</strong>.</li> </ol><h3 data-id="test-your-workflow">Test your workflow</h3> <p>Click the <strong>Test Action</strong> button to perform the job your action is set to do with some test data. If your test fails or needs to be revised, you can fix it before you put the notification into production.</p> <p><img src="https://us.v-cdn.net/6032361/uploads/migrated/G4TYUCK3064J/workflows-test-action.png" alt="Workflows_Test_Action.png" class="embedImage-img importedEmbed-img"></img></p> <p>Note that test notifications are sent to the first email recipient, but the actual notifications will be sent to the entire recipient list.</p> <h3 data-id="turn-on-your-workflow">Turn on your workflow</h3> <p>Turn your workflow <strong>ON</strong> and then click <strong>Finish</strong> to save all your changes. Your team will start receiving notifications within the next 24 hours. Note that notifications based on document or password triggers will be sent in real time.</p> <p><img src="https://us.v-cdn.net/6032361/uploads/migrated/KZ0LZAWVM2XO/workflows-it-glue-7.png" alt="Workflows___IT_Glue-7.png" class="embedImage-img importedEmbed-img"></img></p> </article> </main>