⚠️ Prerequisites: You must have the “Edit automation rules” permission and have at least one template created.
Introduction ✨
Automatic template selection rules let you automatically choose the right template when creating a journey, whether creation is automatic (via an integration with a third‑party tool) or manual. Result: fewer errors, more consistency, real time savings!
- Where? From the Account tab > ⚡️ Automations.
- For whom? Users with the associated permission. If you do not have it, contact your company’s project lead.
- When to use it? Whenever template selection depends on repetitive criteria such as baseline, entity, country, contract type, and more.
Step‑by‑step 👣
1) Review existing rules
- Go to Account > ⚡️ Automations.
- Review the list of existing rules. Use search or filter by key moment to quickly find an existing rule.
2) Create a rule
- Click Create a rule.
- Choose the template you want to select automatically.
- If no condition is selected, the template will be selected by default on journeys.
- Otherwise, choose a condition to apply based on:
- Identification: a field you previously customized in Account > Custom fields (dropdown list). Set up an identification field
- For example, if you have a field “Contract type” with an option “Permanent,” you canautomatically select a “Permanent” template only when the contract type is Permanent.
- Organization: apply the condition based on one of the organizations in your account.
- For example, if one of your organizations is the country, you can automatically select a template for employees attached to that country.
- Source data: information needed to create the journey that you do not want to store or edit in Workelo, when using an integration with a third‑party tool.
- For example, if email_hr = @rhworkelo.eu then automatically select an HR template.
- Identification: a field you previously customized in Account > Custom fields (dropdown list). Set up an identification field
3) Manage your rules (edit, duplicate, delete)
- From the list, use Edit, Duplicate, or Delete to keep your rules up to date.
- Tip: duplicate a similar rule to save time when one or two criteria change.
4) Manage the priority of your rules
You can set a priority on your rules to define the order in which your templates will be selected.
If the rule on template A has priority over the rule on template B, then template A will be selected before template B and therefore the actions in template A will appear before those in template B (for the same date).
How does priority work? You must enter a number between 1 and 9999. The smaller the number, the higher the priority of the rule. For example, a rule with priority 1 will be selected before a rule with priority 2. If two rules have the same priority, the oldest rule will take precedence. You can identify their age by their Workelo ID (visible in the export).
5) Effect during journey creation
- Automatic creation via a third‑party integration: the rule enables selection of the template matching the received criteria. Then, the flow applies the template to the journeys.
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Manual creation: the rule enables selection of the template matching the received criteria. Then, you can choose whether to keep this selection before applying it to the journey as you proceed with creation.
Frequently asked questions ❓
Do the rules also work for manual creation?
Yes. The rules select a template during manual creation, which you can then remove if needed when creating the journey.
Can we export rules?
Yes, you can export your rules in CSV format for analysis.
What if I do not see the Automations tab?
Check your access permission or contact your Workelo point of contact to enable it on your account.
Maintenance best practices 🧰
- Perform a quarterly audit of your rules and delete those that are no longer useful.
- You can duplicate rules to save time when creating new ones.
- If your context changes, update your rules before the next wave!