How to Automatically Set Loans Due and Apply Asset Status Labels on Offboarding

When someone leaves your organization, you can have Reftab set their loans due right away and mark their assets with a status label, all as soon as their offboarding ticket is created. In this guide, we’ll build a workflow that does exactly that.

Here’s the scenario: when an employee is moved to Offboarding, Reftab creates their offboarding ticket. From that moment, your workflow:

1. Sets all of their loans due now
2. Applies a status label, such as “Pending Return”, to their assets

Your team can then see at a glance which assets need to come back, and if you have overdue notices turned on, reminders can start going out without anyone chasing them by hand.

These two actions are available only on the Offboarding Ticket Created trigger.

In this guide:

• Setting up the offboarding workflow
• Tips for getting the most out of it

Setting up the offboarding workflow

1. Head to Settings > Status Labels and make sure the label you want to apply exists, such as “Pending Return”. If it doesn’t, create it first so it appears in the workflow’s dropdown.

2. Head to Settings > Automated Workflows and click “New Workflow”.

3. Give your workflow a name, such as “Offboarding Asset Recovery”.

4. Under Workflow Trigger, choose “Offboarding Ticket Created”.
[Screenshot: Edit Workflow page with the Offboarding Ticket Created trigger selected]

5. Under Workflow Actions, add the action that sets loans due now.

[Screenshot: Workflow Actions with the set loans due now action.]

6. Click “Add Action” and choose “Apply Status Label”, then pick your label from the dropdown.

[Screenshot: Apply Status Label action with the label dropdown.]

7. Click “Save Workflow”.

From now on, each time an offboarding ticket is created, the workflow runs automatically. To test it, move a test user to the Offboarding status and check that their loans are now due and their assets show the new status label.

Tips

• Add a notification. You can add a Send Email or Webhook action to the same workflow, so your team hears about the offboarding in Slack or Teams at the same time. See How to Set Up Onboarding and Offboarding Notifications (link once published).
• Actions run in order. Reftab runs the actions in your workflow from top to bottom, so the order you add them is the order they happen.
• Narrow it down. Add a condition if the workflow should apply to only some users. Every condition must be met for the workflow to run.
• Use a status label that means something. A label like “Pending Return” tells everyone that the item is on its way back.

Continue reading

• How do I setup and utilize Onboarding and Offboarding?
• Automated Workflows Reference
• How to Setup Onboarding and Offboarding Notifications