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Celonis Product Documentation

Setting up Action Flows in Studio

Action Flows enrich the EMS platform by providing out-of-the-box integrations and intelligent automations to trigger actions in numerous operational systems like SAP, Oracle, and Salesforce.

Within the Celonis Studio, you can build literally any automation - from sending out emails, managing files, updating sales orders in SAP, to simply getting data from various tools. Leverage a drag & drop builder to add any application to your automated workflows… and to automate any process of any complexity.

Note

In simple terms, a Action Flow is a way to define an automated process flow. It consists of multiple events, decision points and alternative routes and it can involve an arbitrary number of different applications.

Overview
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Before you get started

Before you get started with Action Flows you should think about the following questions and topics to be prepared.

→ Which category does it fall into?

1. Communication

(e.g. Notify when duplicate invoice detected)

2. Productivity

(e.g. Parse customer emails and update sales orders)

3. Decision making?

(e.g. Set payment block for duplicate invoice)

Example I

Example II

Step A: I want to query data

Step A: I want to watch an Excel for updates

Step B: I want to aggregate this data by a certain attribute

Step B: Every time there is an update I want to add it to SAP

Step C: I want to communicate this information in some way (email, Slack, MS Teams)

→ Which actions are available with or without an agent? (SAP, Oracle EBS, HTTP)

1. Connection

  1. System connection / User connection?

    → Required permissions for modules?

  2. Which user connection to use? User name? PW?

    → Currently, only package-wide connections are possible

2. For Microsoft Outlook e.g. which functionalities are needed?

→ different authorizations are needed for different functionalities - which authorizations are needed:Create message - Microsoft Graph v1.0

3. What data is required for which action and in which format?

Note

We collected some frequently asked questions with answers which can be found here.FAQ - Automations

In order to kickstart your Action Flow implementation, we provide frequently used templates. You can find specific use cases as well as snippets that you can use for different scenarios. The templates can be used as an inspiration for how key modules are connected in various use cases. See Action Flow Templates.

Setting Up Action Flows in Celonis Studio
  1. Click the '+' icon next to your package and select 'Action Flow'.

  2. Give your Action Flow a name.

    The key will be automatically created. The key is unique and can be used to refer to a specific Action Flow throughout the EMS.

  3. (Optional) Add a description.

Celonis Studio Hints

  • You can easily move Action Flows between folders by dragging and dropping.

  • Collapse the side panel to have more space on your screen.

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  • In general, Action Flows consist of five different module types:

    • Triggers

    • Searches

    • Actions

    • Iterators

    • Aggregators

  • In addition, you can utilize a variety to different Tools such as:

    • Filter

    • Router

    • Set variable

  • You can add arbitrary many modules to your Action Flow and recreate any business logic needed.

For more information on single apps, have a look at Celonis Apps.

Draft vs. Published

In the edit mode, you are working on your Action Flow in 'draft' mode. As soon as the Action Flow is published, all changes are being pushed to the published version.

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At any time during the creation process, you can run your Action Flow manually to test single modules or the entire Action Flow.

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Publishing an Action Flow is necessary to activate the Action Flow for the first time and after making any changes to the Action Flow.

  • As long as you're developing and testing your Action Flows, you most likely only run your Action Flows manually.

  • Once you want to run them automatically, you need to:

    1. Define a schedule.

      You can adjust the schedule of your Action Flow at any time directly in the View mode by clicking on the clock of your first module.

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    2. Activate the Action Flow.

      Important

      Once activated, the Action Flow will start new executions. When you deactivate the Action Flow, no new executions will be allowed to run, however, any running executions will be allowed to finish.

You can adjust the schedule of your Action Flow at any time directly in the View mode by clicking on the clock of your first module.

The Overview shows you your currently published Action Flow and provides

  • information about currently running executions,

  • a preview of the execution history

  • and high-level statistics on your executions over time.

Log retention time

Logs are stored for 30 days inside the EMS.

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For more detailed information, you can go to the History.

From here, you can deep-dive into every single execution.

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