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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.

1. What is the outcome that you want to achieve? Which process would this Action Flow replace?

→ 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)

2. How does the High-level Flow look like?

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)

3. System access and authorizations? Is an agent required?

→ 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.

Templates

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.

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

  • Define 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.

  • Optional: Add a description.

Celonis Studio Hints

  • You can easily move Action Flows between folders via drag-and-drop.

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

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Build/ Edit your Action Flow
  • 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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Run your Action Flow
  • You can at any time during the creation run your Action Flow manually to test single modules or the entire Action .

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Publish & Schedule your 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

    • Define a schedule,

    • Publish and

    • Activate your Action Flow.

Note

Publishing a Action Flow is necessary to activate the Action Flow for the first time and after any changes you make on the Action Flow.

Scheduling

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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Monitor your Action Flow

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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