Workforce Management Automation Examples

JML-01: New Employee Provisioning Trigger

When a new Employee record is created with Status = Active, automatically initiate IT asset provisioning, software access requests, and training enrollment.

Trigger Condition:

Object created: Employee
Condition: Status = "Active"

Action 1 - Create IT Asset Provisioning Task:

Action 2 - Create Software Access Tasks:

-- Determine access package based on department
-- For Engineering department:
Applications: GitHub, AWS Console, Jira, Confluence, Slack
-- For Sales department:
Applications: Salesforce, HubSpot, Slack, Zoom
-- For all employees:
Applications: Email, Microsoft 365, Slack

Action 3 - Send Welcome Notification:

JML-02: Onboarding Readiness Alert

Seven days before an employee's Start Date, verify all onboarding tasks are on track and alert if provisioning is incomplete.

Query - Employees starting within 7 days:

objectType = "Employee"
AND Status = "Active"
AND "Start Date" > now()
AND "Start Date" < now(7d)

Check IT Asset Assignment:

objectType = "IT Asset"
AND "Assigned To" = "{{employee.Key}}"
AND "Asset Type" = "Laptop"

Alert if Incomplete:

Escalation Path:

JML-03: Employee Termination Offboarding

When an Employee status changes to Terminated, immediately revoke all software access and initiate IT asset recovery.

Trigger:

Object updated: Employee
Condition: Status changed to "Terminated"

Action 1 - Revoke All Software Access:

objectType = "Software Access"
AND Employee = "{{object.Key}}"
AND Status = "Active"

-- For each record:
-- Update Status = "Revoked"
-- Add note: "Access revoked due to employee termination on {{now}}"

Action 2 - Create Asset Recovery Tasks:

objectType = "IT Asset"
AND "Assigned To" = "{{object.Key}}"
AND Status = "Assigned"

Action 3 - Delete Emergency Contacts (GDPR Compliance):

objectType = "Emergency Contact"
AND Employee = "{{object.Key}}"

-- For each contact: Delete object (no retention required)
-- Log deletion for audit

JML-04: Contractor Expiry Monitoring

Monitor contractor end dates and automatically initiate offboarding when contracts expire.

Query - 30-day warning:

objectType = "Contractor"
AND Status = "Active"
AND "End Date" < now(30d)
AND "End Date" > now()

30-Day Notice:

7-Day Final Notice:

JML-05: Internal Transfer Access Review

When an employee's Department or Role changes, trigger an access review to ensure appropriate access for the new position.

Trigger:

Object updated: Employee
Condition: Department changed OR Role changed

Create Access Review Task:

CE-01: Certification Expiry Warning (90/60/30 Days)

Send progressive alerts as certifications approach expiration to allow time for renewal.

Query - 90-day warning:

objectType = "Employee Certification"
AND Status = "Active"
AND "Expiry Date" > now(89d)
AND "Expiry Date" < now(91d)

Query - 60-day warning:

objectType = "Employee Certification"
AND Status = "Active"
AND "Expiry Date" > now(59d)
AND "Expiry Date" < now(61d)

Query - 30-day warning:

objectType = "Employee Certification"
AND Status = "Active"
AND "Expiry Date" > now(29d)
AND "Expiry Date" < now(31d)

90-Day Notice (Information):

30-Day Notice (Urgent):

CE-02: Automatic Status Update

Automatically update certification status to Expired when the expiry date passes.

Query:

objectType = "Employee Certification"
AND Status = "Active"
AND "Expiry Date" < now()

Actions:

1. Update Status = "Expired"
2. Add note: "Certification expired automatically on {{now}}"
3. Send notification to employee and manager
4. If required certification for role, create compliance alert task

AR-01: Quarterly Access Certification

Generate access certification lists for managers to review and certify their team's application access.

Generate Certification Lists by Manager:

objectType = "Software Access"
AND Status = "Active"
AND Employee.Manager = "{{manager.Key}}"

Certification Task:

AR-02: Monthly Admin Access Review

More frequent review of administrative and privileged access for security compliance.

Query:

objectType = "Software Access"
AND Status = "Active"
AND "Access Level" IN ("Admin", "Power User")

Report Content:

• Admin Access Grants: count by application
• Power User Access Grants: count by application
• New Privileged Access (Last 30 Days)
• Users per application with grant dates

AL-01: Asset Assignment Notification

When an IT Asset is assigned to an employee, notify them and their manager.

Trigger:

Object updated: IT Asset
Condition: Assigned To changed from EMPTY to a value
AND Status = "Assigned"

Notification:

AL-02: Equipment Refresh Due

Identify assets approaching end-of-life for proactive refresh planning.

Query - Assets older than 3 years:

objectType = "IT Asset"
AND Status = "Assigned"
AND "Assignment Date" < now(-1095d)

Report Content:

• Employee, asset name, type, make/model
• Age in years and months
• Department grouping
• Summary by asset type (laptops, desktops, other)

DQ-01: Terminated Employee Compliance Check

Daily check to ensure terminated employees have no active resources - a critical security compliance check.

Query - Active access for terminated employees:

objectType = "Software Access"
AND Status = "Active"
AND Employee.Status = "Terminated"

Query - Assigned assets for terminated employees:

objectType = "IT Asset"
AND Status = "Assigned"
AND "Assigned To".Status = "Terminated"

Alert if Violations Found: