Did you know that the chat tool Slack, which is widely used in the business scene, has a function called “Workflow Builder”?
In this article, we will explain usage examples and how to create Slack’s new feature “Workflow Builder” added in October 2019. If you are a Slack user, please use Workflow Builder to improve your work efficiency.
What is Slack’s new feature “Workflow Builder”?
Workflow Builder automates communication and task management in Slack where multiple people interact, This is a function that can improve work efficiency.
The tools and applications you use most often connect directly with Slack, making complex tasks simple and accurate.
It is highly rated by those who actually use it in business, and there are many reports that it can improve work efficiency and communication between users, so it seems that it is a function that can be expected to have a great effect if it is introduced and used properly.
Use cases for Workflow Builder
Information sharing
For example, it is possible to share contact information that can be standardized with questions such as transportation for business trips and accommodation reservations with related members. The content and speed of information shared among members are standardized.
Introduction to joining procedures and training programs
When various procedures and programs are automated, the effort of the people involved in this task is greatly reduced. It will also reduce the stress caused by miscommunication.
Improved efficiency of general affairs operations
Routine work that is done at the same time every year, such as year-end adjustments and health checkups, can be performed efficiently. You can expect to improve the quality of your work by freeing yourself from the repetition of creating similar documents and contact details and using your time for other tasks.
Conducting meetings
If you have a meeting with a fixed content like a morning meeting, you can use this function to finish it on Slack. You can save time and space. Even remote work can eliminate the anxiety of lack of communication within the team.
Standardize project processing
Standardize processes related to periodic project updates, such as monthly management charts.
welcome new members
Welcome new members to the channel by informing them of the various steps involved in participating projects. There are no shortages or delays, as it is done on the basis of what is configured. No more “ask the other members” spectacle, which is common when new members join, and there is less waste for both parties.
How to create Workflow Builder
Workflows must be created from a web browser or desktop application . Please note that you cannot do this from your smartphone.
Set Workflow Name
First, select “Workflow Builder” from the menu on the left side of the screen. Click the “Create” button in the upper right to start creating a flow. Enter a name in the “Name your workflow” field. You can edit it later.
Set the conditions for starting the workflow
Select the method (trigger) to start. The usage of workflow triggers is as follows.
・”Action menu”
Starts when someone selects a workflow from the channel’s “Action menu”
・”New member of channel”
Starts when someone newly joins a specific channel
・”React with emoji”
Starts when any member sends a specific emoji reaction
add step
Click “Add a step” and go to “Send a message” and “Create a form “.
send message
Destination and text can be freely set. In addition to fixed phrases, you can also insert variables in the text , so you can skip mentions to people who have taken specific actions.
create a form
Decide the title , add a question with up to 10 frames, and set the notification. You can change the order of the questions later. After saving “Send Message” and ” Create Form “, click the Publish button. If it says “Workflow is ready to use”, it is ready to use.
try it
If it’s an action menu, you can move that workflow by clicking the workflow name you set from the lightning bolt mark in the upper right of the channel.
Use Workflow Builder Templates
Creating a workflow is fairly simple, but if you want to get started even easier, we recommend using the pre-installed workflow template. You can easily get started by downloading from “Workflow examples” and importing from the workflow menu. It can also be customized to suit your team’s needs. Currently English version only. If you are not confident, you can use a translation tool.
For example, the introduction of new members is very smooth if you use a template. You can introduce new members to all members at the same time by asking new members to fill in a form about their profile, career, etc. , and posting this form to the “#welcome” channel.
Work efficiently with Workflow Builder
Getting started with the new Workflow Builder is easy, but we recommend starting with the templates provided. Once you realize its convenience, customize it or create a workflow from scratch to improve the efficiency of your daily work.
