Adding Employee in Zoho People using chatbot
Consider a situation where end users wants to add a employee or get employee details or update an employee. The traditional way they use is that they go to Zoho People’s support page, they login into the portal and then they create or update or view details of their account.
What if we say all this can be done from your chat channel such as Slack or Microsoft Teams, this sounds exciting right? Yes.
Workativ Assistant is SaaS based no code platform to build and deploy a digital assistant with powerful AI and Automation capabilities for employee support. By using Workativ Assistant, you can bring the power of Help Desk to chat with real time resolution abilities in a matter of days. The benefits are many, for instance, it helps HR team and Companies save costs on HR support, improve employee experience, reduce and eliminate support wait times and off course provide round the clock support.
Let’s see how we can automate the use cases of Zoho People using Workativ Assistant through a common chat channel.
There are 3 steps involved in automating the use cases in Zoho people
- Creating an Automation workflow
- Building a conversation for the chatbot to interact with End Users
- Deploying the bot in common chat channel
Let’s go through one by one.
Step 1: Creating an Automation
As we login to the Workativ Assistant Portal, we are presented with the Dialog designer homepage
We click on Marketplace and then on Automations to get to the Marketplace homepage.
We select Zoho Desk as the application and then we click on next.
Upon clicking next, We get all the workflows related to Zoho People that can be automated by Workativ Assistant. We click on Add Employee and then click on Next again.
Click on Add Employee and Click on Download button to download the automation from the Marketplace.
All the automation downloaded from the Marketplace would get stored in the Automation homepage as drafts.
Click on Automation and then select homepage to view the downloaded automation
Click on ZP – Add Employee to edit the automation.
Select Add Employee under Step 2 – Setup to open the Edit Actions box for the automation.
Name your Zoho People account under the Name for this Account Field.
Connect your Account by entering Auth token by navigating to Setting > Developer Space > Zoho People APO > Manage Authentication Tokens > Sessions > Active Auth Tokens if you have already generated a Auth token or
You can generate a new token by visiting the link: https://accounts.zoho.com/apiauthtoken/create?SCOPE=zohopeople/peopleapi
Click on connect to authenticate the application.
Once Authenticated, Save the automation and then click on Deploy button to Deploy the automation.
Once the Automation is Deployed, the automation needs to be activated so it can be called in a conversation.
Now we have the automation ready. Let’s build the conversation now using Dialog Designer.
Step 2: Building a conversation using Dialog Designer
Click on Dialog Designer and then select Homepage. Select the Bot for which you would like to create a conversation and then click on Create New to build a dialog for Adding an employee.
Upon clicking on Create we are presented with the Recognize dialog screen which helps the bot to understand the dialog either using an Intent or Entity.
Select the condition as Intent then create an intent called addemployee and then provide as many examples we can in order for the bot to understand the Intent through the examples.
Once Intent is created, we click on Save so that we can proceed to creating a conversation.
To Add an employee in Zoho People, we need the Employee Email, First name, Last name, Employee ID.
Let’s create a conversation to collect these information from the end user.
Click on the arrow next to Add Employee and then select Ask question to get the Employee email address from the user.
Click on the arrow again and select Ask question to get the First Name from the user.
Click on the arrow again and select Ask question to get the Last Name from the user.
Click on the arrow again and select Ask question to get the Employee ID from the user.
Now we have all the details for creating a ticket. Click on the arrow again and select Send message to notify the end user that we are adding an employee in Zoho Desk.
Now we select Call an Automation function to call the created automation from the Automations Designer.
Click on arrow and select Call an Automation function to call the created automation from the Automations Designer.
Name the automation in the Call an Automation pop up box and then map the details collected from the end user using Ask question function and then we have to save the automation.
Once we save the automation. There would be Success and Failure scenarios created automatically. This is for the bot to handle in the positive and negative scenarios upon executing an automation.
Click on arrow next to Success and select Send message
Let’s send a message in the Success scenario stating that the employee has been created and save the message box.
Click on arrow next to Send message and select Exit
Click on arrow next to Failure and select Send message
Send a message that the automation has failed and to try again later using under
the Failure scenario.
Once the message is updated, click on Save.
Click on arrow next to Send message and select Exit
Enter the Exit message
Update the exit message and then click on Save
The conversation for Adding an employee has been built. Let’s deploy the conversation in Cloud Servier.
Click on Deploy on bottom right corner of the screen.
Click on Ok to deploy the created conversation.
Once the Conversation is deployed, IT admins can test the conversation using the Try me function.
This helps the admins to test the conversation before rolling it out to the employees in their organization.
Now as the automation and conversation is created. Let’s deploy the bot in Chat channel let’s do it for Slack
Step 3: Deploying the Bot in Chat Channel