How to create a workflow

This article explains the workflow functionality in YAROOMS and how to create a workflow.

Jump to:

1. What is a workflow

2. How to create a workflow in YAROOMS

3. Conditions: list of filters

4. Actions: list of actions and results

1. What is a workflow

In YAROOMS, a workflow is a sequence of your space booking rules that triggers particular events. For example:

If anyone from the Brian's user group performs a check-in, notification email is sent to the location manager.
If booking is made between 6pm and 9pm, it should require approval from a shift supervisor.
All bookings made between 25 and 31 December must be restricted.

2. How to create a workflow in YAROOMS

To create a workflow, go to Settings → Workflows and press Add+

Select "YES" to activate the workflow.

Name the workflow in the "Name" field.

If you have multiple workflows, you can use the "Priority" field to specify which workflow should be executed first. The lower the number, the higher priority.

Then, define the workflow. Let's take "If anyone from the Brian's user group performs a check-in, notification is sent to the location manager" as an example:

Select the trigger (Booking check-in)
Add the condition (can add multiple) (Booker user group → Any of → Brian's group)
Add the action (can add multiple) (Notify → Add contact and notification details)

Save your selection. The location manager will now be notified every time check-in is performed by a user from Brian's group.

If you are looking for more information about creating an approval workflow, read this article.

3. Conditions: list of filters

Filter	Options
Booker filters
Booker	Any of → User None of → User
Booker group	Any of → User group None of → User group
Booker role	Any of → User role None of → User role All of → User role
Space filters
Location	Any of → Location None of → Location
Floor	Any of → Floor None of → Floor
Space type	Any of → Space type None of → Space type
Space group	Any of → Space group None of → Space group
Space	Any of → Space None of → Space
Time filters
Booking date (day)	Is → Date Is before → Date Is after → Date Is between → Date and Date
Booking time (hour)	Start time Is → Hour Is before → Hour Is after → Hour Is between → Hour and Hour End time Is → Hour Is before → Hour Is after → Hour Is between → Hour and Hour
Current date	Is → Date Is before → Date Is after → Date Is between → Date and Date
Current time	Is → Hour Is before → Hour Is after → Hour Is between → Hour and Hour
Booking length	Is above → Number Is below → Number Is between → Number and Number
Other filters
Planning status	Set (what does it mean?) Settled (what does it mean?) On vacation Working from home In the office
Occupancy	Is above → Number Is below → Number Is between → Number and Number
Booked services	Any of → Service None of → Service All of → Service

4. Actions: list of actions and results

Action property	Options	Result
Require approval	From Location managers From User group managers From Specific users	The booking updates (booking created, updated, or canceled) will be placed into the approval queue (Workplace → Approvals) of the selected approver. The approver will receive a notification. If the approver confirms the request, a confirmation email will be sent to the booker. When declining the request, approver can add the reason of refusal. It will be included in the email notification to the booker.
Restrict	N/A	The booking updates (created, updated, canceled) or check-in/check-out actions will be restricted.
Notify	Specific user (can select multiple users) All users in a group (can select multiple groups) Location managers Booker direct managers Booker group managers Someone else (enter email)	Notification about booking updates (created, updated, canceled), check-in/check-out, or no-shows will be sent to an email specified in the Options field.

"Set" means that planning has been chosen (office / home / vacation).

"Settled" means that planning has been chosen and the user's booking status corresponds to the planning:

In case planning is "In the office", at least one workspace should be booked.
In case planning is "Work from home", there should not be any space bookings.