Overview

Automations run actions, like sending emails or creating tasks, when specific events happen. 

Recruiters log messages on employee records all day. A note about availability, a t-shirt size, a reason someone was passed over for the assignment. If that information is already coming in on a form, an automation can log the message for you the moment the candidate submits it.

Before You Begin

Before this type of automation can be created, you will need the following:

• An Onboarding Portal API token
  • For more information on how to create the API token, please see the article titled Onboarding - How to Create an API Token.
• The message action code you want to file the message under within Beyond

Saving the Form Information to the Employee Record

The field path of the information within the form that you want logged as a message must be pointed at the employee record (employee.field) instead of the form (form.field).

For example, the field path of "employee.custom_attributes.tshirt_size" saves the answer onto the employee record, which allows it to be used within automations:

Deploy the updated form version and then copy that form's ID as this will be utilized in later steps:

Creating the Automation

Begin by navigating to the Onboarding Portal > Configurations > Automations > and select "New Automation" at the top right:

Within the "Create Automation" sidebar, enter a name and description for the Automation:

Select the appropriate "Entity Type(s)", "Dependencies", and "Rerun Strategy" within the "Trigger Settings" section.

For this example, we will be selecting the following:

• Entity Type: Task
• Dependencies: Status
• Run On New Placement Creation: Unchecked
• Rerun Strategy: Allow reruns

Once all of the information has been entered, select "Create":

Once created, we can now add the necessary Condition.

Adding the Condition Node

Within the Automation Canvas, select the "O" to the right of the Start Node and select "Condition" to connect a Condition Node:

Within the newly created Condition Node, select the following:

• Select "AND" within the dropdown as we will have two rules that will need to be followed.
• Form ID is "Paste the Form ID for the earlier step"
• Task Status is completed

With the Condition added, the final step is adding the Action Node.

Adding the Action Node

Within the Automation Canvas, select the "O" to the right of the Condition Node and select "Action" to connect an Action Node:

Within the newly created Action Node, select/enter the following:

• Action: HTTP Request
• Method: Post
• URL: https://app.onboarded.com/api/v1/proxy/tempworks
• URL Parameters
  • employeeid set to {{employee.id}}
• Headers
  • Onboarded-Target-URL set to https://api.ontempworks.com/Employees/{employeeId}/messages
  • Authorization set to Bearer {your Onboarded API token saved from a previous step}
  • Content-Type set to application/json
• Body
  • Your message action code, plus the message itself. for example...

{
    "actionId":Insert Message Action ID Here,
    "message":"The employee's t-shirt size is {{employee.custom_attributes.tshirt_size}}"
}

The automation setup is complete and is ready to be published.

Publishing the Automation

Select the "Save & Publish" option at the top right to activate the automation:

The "Status" badge changes from "Draft" to "Published", and the "Publish" button becomes inactive.

Testing the Automation

To test the automation, ensure the employee is completing the correct form that was indicated within the automation. The automation should execute immediately, and the message should be logged on that employee record within Beyond.

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