Automation Process with Tray

This document outlines the steps to create an automation process using Tray. The process involves setting up projects, selecting appropriate triggers, and configuring workflows to streamline operations efficiently.

Step 1

Begin by logging into Tray. Once logged in, you will notice your workspace displayed in the top left corner.

Step 2

Below the workspace, you will find several tabs. By default, you will be in the "Projects" tab. Click on "Add Project," which will prompt a pop-up offering three options: Automation, Merlin Agent Builder, or Import Project.

Step 3

Choosing "Automation" allows you to create a new automation from scratch or utilize an existing template. The "Merlin Agent Builder" offers four options to create new agents. The "Import Project" option is typically used to migrate projects between workspaces, such as from development to production.

Step 4

Select "Automation" and click on "New Automation Project." Then, provide a name for your project.

Step 5

After naming your project and clicking "Create," you will be redirected to the "Workflows" page. Here, on the left, you will see a list of workflows and associated tools. Click on "Add Workflow."

Step 6

You have the option to start from scratch, use a template, move existing workflows, or import a workflow. Starting from scratch allows you to build from the ground up.

Step 7

Selecting "Template" provides you with existing templates to begin with. "Move Existing" enables the migration of workflows from other projects. "Import Workflow" allows for the export and import of workflows across projects.

Step 8

Choose to start from scratch, assign a name like "Onboarding Workflow," and then click "Next."

Step 9

In the subsequent window, you will see a list of triggers. For configuring automation, consider four key aspects: how the workflow should be triggered.

Step 10

Triggers can be scheduled, invoked by third-party applications, initiated when a form is submitted, or triggered via email. Decide on the appropriate trigger type before proceeding to the next steps.

Step 11

The first step is selecting the right trigger. Next, determine the source for this automation process.

Step 12

Identify the source application for automation. Then, define the logic to apply to the source data to transform or extract it. Finally, choose the target system.

Step 13

Once these four elements are identified—trigger, source system, business logic, and target system—you can create the automation. The source and target can be the same, different, one source to multiple targets, or many sources to one target.

Step 14

We will begin with a manual setup. Upon creating a workflow, a manual trigger will appear alongside a plus sign. Clicking the plus sign allows the addition of more connectors.

Step 15

Connectors are grouped by operation type. The first group, the AI palette, includes all available AI connectors. The next group comprises service connectors.

Step 16

There are over 550 connectors available for integration with various applications, such as Gmail, Salesforce, Zuora, and Workday. Logic tools are akin to Boolean and loop operations in programming. The next group involves working with data.

Step 17

These connectors facilitate data storage between steps. Lastly, there are helper connectors and APIs.

Step 18

These tools transform data from one format to another. You can also use the search function to locate specific connectors.

Step 19

For this onboarding workflow, data will be retrieved from Workday. Based on role and location, decide which device to assign to the user. For this demonstration, a dummy data source will be created to simulate Workday data.

Step 20

Rather than connecting with an actual Workday instance, a data storage instance will be replicated.

Step 21

When adding a connector, you will see four components: operations, authentication, inputs, and outputs.

Step 22

Create authentication for service connectors like Gmail, Zoom, and Salesforce, select the correct one, and then choose the appropriate operation.

Step 23

Selecting the operation alters the inputs accordingly. Provide the necessary information, using sample data as needed.

Step 24

Input the required information and apply it. This step retrieves information, while the next step involves creating a branch and parsing values from previous steps.

Step 25

Each connector offers three tabs. The output tab should display the output schema, though it might not update automatically.

Step 26

To update the schema, run it once to view the output. Clicking "Show Logs" will display logs, and selecting the correct step shows the output. Use the output as a schema for the step by clicking "Use Output."

Step 27

The updated schema is available for subsequent steps. Proceed to the next step and input "Destination" as the value to test.

Step 28

Branches can be created for different roles, such as BSA and Developer.

Step 29

Add branches for other roles like UI/UX Designer, creating branches for as many roles as needed.

Step 30

A default branch is available for when no other branch matches, ensuring error handling.

Step 31

Identify the path based on designation, assign a device, and send an email. For this demo, use data storage, which can be replaced with real connections like Okta or Zscaler for updates.

Step 32

For the demonstration, use sample data to update information with "Get Value."

Step 33

Mention "Device" as the key and update the default value with one of the three options, then parse the value.

Step 34

Use the name for greetings, assigning a MacBook Pro M314, and provisioning software on day one.

Step 35

With this value, send out an email.

Step 36

Compose a test email, configuring recipients and using the subject "Onboarding Request Accepted."

Step 37

For the content, use values and replicate the process for other steps.

Step 38

Modify the device and list of software applications as necessary, then update the information accordingly.

Step 39

For the default branch, send a notification email to a designated team member.

Step 40

Craft a notification email, stating, "Onboarding request, device allocation failure notification," and include relevant content.

Step 41

Include the user's email address to notify the team of the assignment of a new role not part of the automation. Upon running the process, the flow should identify the correct path and execute tasks accordingly.

Step 42

The default path will handle errors, sending notifications to the appropriate team if necessary. Thank you.