What is a Slack Workflow?

A Slack workflow is an automated process you put in place to execute tasks and processes, including making approvals, collecting information in forms, and sending automated messages. Using the communication and collaboration app Slack, you can trigger a set of steps to streamline actions, operating procedures, and processes that you and your team might otherwise perform manually. 

You set up your workflow and, when the set triggers occur, the automation sets the required task into action. Using Slack workflows saves time, minimizes the risk of human error, and allows you to focus on more strategic tasks in your business. 

💡 This article explains how workflows operate, the different types of workflows, their common uses, and how companies benefit from them. 

How workflows operate within Slack

Workflows in Slack operate through a set of triggers and actions. When the trigger happens, the workflow automation immediately initiates a predefined sequence of steps within Slack. This often means that you can stay within this single workspace, instead of having to juggle multiple apps to complete actions manually. 

Slack has its own built-in tool called Workflow Builder that allows you to create, customize and manage your workflows. It can automate repetitive processes, collect information, and integrate with other tools that your team uses. However, it is not appropriate for all automations, with a number of limitations to its use. It can become complicated as you add more steps, requiring more oversight and reducing the benefits of the time-saving automation.

There are many third-party workflow automation apps that you can access within Slack as an alternative to trying to create and manage your own. These apps are often designed for specific uses, such as support ticketing.   

Main elements of a Slack workflow

Each Slack workflow requires triggers and actions. Here are some examples of these elements that you might find in a typical workflow:

Triggers

• Message actions: You can set trigger words or even emoji to set into action a workflow. For example, every time someone reacts to a message in Slack with a thumb down emoji, the workflow might automatically forward that message to another channel, user, or department. 
• Scheduled times: You might need to put in place a process at a certain time each day, such as archiving or displaying daily reminders. To action this, you can set a time for your trigger. For example, each user receives an overview of their task sheet every day at 10 am. 
• External events: By integrating Slack with other apps, you can create a trigger from a program that sparks an action in Slack. For example, when a lead is added to your CRM, it might send a notification to your sales team.

Actions

• Sending messages: A trigger can lead to a message being sent to a user within Slack. This is useful for notifications, alerts or updates that the user might need to know about. 
• Creating forms: The action might involve collecting information from users through the use of a form. A certain trigger leads to the form being sent and the user fills a survey or feedback request and submits it. 
• Integrations with other apps: The workflow can interact with external programs and apps, such as creating a task in a project management tool or updating records in a database. 

Connectors

Connectors add steps into a Slack workflow, which trigger actions in an external program or app. This includes, for example, creating a Zoom meeting when a conversation reaches a certain point. The workflow is then easier to manage, without having to toggle between apps to carry out the action. 

Functions

Slack functions are modular, reusable pieces of code or predefined actions that can be used within Slack’s Workflow Builder to automate and streamline tasks within the platform. These functions act as building blocks for creating sophisticated and customized workflows. They enable users to perform specific actions, interact with external services, or manipulate data within Slack workflows, enhancing your automation capabilities.

Types of workflow automations

Here are the two types of workflow automations and what they involve:

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Common uses for Slack workflows

IT support ticketing

Companies can streamline IT support ticketing by using a Slack workflow that acknowledges the issue, keeps the user informed of the status of their case, and reminds agents of deadlines for responding or escalating the matter. 

Access requests

You can streamline access requests within a Slack workflow by allowing employees to submit requests through automated forms. You route these to the appropriate approvers who can review and respond directly within the platform.

Onboarding new employees

With the amount of administration work needed to onboard employees, a Slack workflow can save time for HR professionals. They can easily share essential documents, get them signed and arrange orientation meetings in a logical order, ensuring that there are no missed steps. 

Customer onboarding

In the same way that your workflow can onboard employees, you can also guide customers through the process of creating an account, sharing essential data and starting to use your product or service. This ensures your workflow is consistent and comprehensive every time. 

Document approval

To prevent hold-ups in work processes, use a Slack workflow to automate approval requests, scheduling notifications and reminders for the user to take action if they fail to do so in a timely manner. You can track the progress of the document and all relevant stakeholders are notified when it is either approved or rejected. 

Benefits of Slack workflows

• Increased efficiency by automating repetitive tasks
• Improved consistency by ensuring you follow uniform processes across the team
• Enhanced collaboration within a tool your team already uses, preventing them from having to juggle multiple apps
• Reduced data entry errors
• Scalability for when your team grows by adjusting the workflow accordingly