Automations

LeanIX Automations User Guide

Overview

Automations in LeanIX are an easy-configurable and no code feature, that allows admins to set up automation flows, which react to concise events and thereby trigger sequential actions - either user interactions or system operations.
They make LeanIX more actionable, enhance collaboration and engagement with the tool and fulfill the need for easy configuration.

The following depiction gives an understanding of triggers and actions available to build first automation.

More triggers, actions, and functionality will be implemented subsequently.

Automations are enabled per default on all workspaces under module-based pricing and can be accessed by admins only.

Key Features

The feature is accessible under Administration > Automations. The “Automations” tab gives an overview of all existing automations of the respective workspace as well as the opportunity to create new automations.

The “Statistics” tab gives an indication of the quota of automations used.

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Information

The current monthly automation limit is 10 000 to ensure the technical stability of our services provided. Nevertheless exceeding the limit is not enforced but will be monitored closely to avoid in the future.

Automation overview

Automations overviewAutomations overview

Automations overview

The automation tab gives you an overview of all the existing automation and on hover in the list, the opportunity to activate or set automation to draft, edit, or delete it.
With a click on "View Best Practices" you are directed to this documentation and the currently possible recommended best practises to use with automations.

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Warning

Deleted automations cannot be recovered.

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Note

Activating automation indicates, that as soon as it is active, matching triggers would initiate the defined actions. Setting automation to draft indicates that no further automation will be created and triggered from now on - but existing and running automation will remain and not be canceled.

Create (and edit) automations

Creating automation happens in four steps.

First step: Click on “New automation” on the Automations tab in the admin “Automations” section.
Second step:

The second and third stepThe second and third step

The second and third step

Fill in the metadata of the automation. Give it a speaking name and description and also define the owner.

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Information

The owner of automation can be any workspace user. The owner is the fallback assignee of any “orphaned” to-do that is created by automation - so as soon as a to-do is created that does not find any matching assignees, it assigns these to-dos to the owner - for accomplishment or re-distribution of the to-do.

Third step:

Define the trigger. In the first drop-down decide on what Fact Sheet type the automation should be triggered. Then choose between the available triggers what should trigger the automation. Depending on the trigger, you might also need to insert the actual value that should trigger the automation (e.g. “Quality State changes to” → “Broken”).
Finally, you can decide if technical users (e.g. the iAPI, the Reference Catalogs, but also custom technical users) should be excluded from triggering the automation. This could be helpful, when automatic, mass changes should not trigger automations (e.g. when the SaaS Catalog creates an IT Component, this should not trigger an approval).

Fourth step:

As the last step, define the actions to be initiated, as soon as the automation is triggered. As for now, there is only one action, “Create Action Item” is directly displayed as the action to perform already.
You can indicate the title, description, assignees and due date of the to-do, that will be automatically created.
Pressing “Save automation” will save the automation and directly activate it on your workspace.

Overview of all automation features

Trigger

Trigger

Result

Fact Sheet is created

Triggers an automation as soon as a Fact Sheet is created

Quality State changes to

Triggers an automation as soon as the Quality State changes to the chosen value of:

  • Draft
  • Broken
  • Rejected
  • Approved
  • Filter

    Filter

    Result

    Fact Sheet type

    Chose on which Fact Sheet type an automation should be executed

    Checkbox “Ignore technical users”

    Chose, whether an automation should be triggered by technical users or not

    Actions

    Actions

    Result

    Create Action item

    Create an Action item to-do when the automation is triggered

  • Define title, description and due date of the to-do
  • Assign the to-do either to
    • the Fact Sheet creator
    • Fact Sheet subscriptions, incl. role and type (multi-)selection
    • fixed list of users
  • Automations Best Practices

    Currently, the following use cases are covered with our set of functionality and easily set up on each workspace. The following use best practices give insights on how to combine the triggers and actions to get the most value out of automation.

    On Fact Sheet creation

    If a new Fact Sheet of a certain type is created, then assign a to-do with instructions on what to do next to the Fact Sheet creator.

    How this could look configured:

    If a new Fact Sheet of a certain type is created, then assign a to-do to the dedicated user (list) to inform them about the newly creation.

    On Quality State change

    If a Quality Seal of a certain Fact Sheet type breaks, then assign a to-do to the Fact Sheet Responsible and Accountable to remind them to check for changes and re-approve the Quality Seal.

    How this could look configured:

    If a Quality State of a certain Fact Sheet type changes to rejected, then assign a to-do to dedicated users to inform them to proceed with the rejected Fact Sheet.


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