MySQL Automate

Who should use this workflow

- Project Managers: To monitor active projects with missing budgeted costs and ensure timely updates.
- Finance Teams: To receive alerts about projects that require budget adjustments, facilitating better financial tracking.
- Automation Enthusiasts: Those looking to streamline their project management processes using automated email notifications.
- Database Administrators: To understand how to integrate MySQL queries with automated workflows for reporting purposes.

What problem does this workflow solve

This workflow addresses the issue of missing budgeted costs in active projects. It automatically identifies projects that have no budgeted costs, categorizes them by cost centers, and sends timely email notifications to the respective teams. This helps in maintaining accurate project tracking and financial accountability, ensuring that necessary actions are taken promptly to update missing values.

Detailed explanation of the workflow process

1. Schedule Trigger: The workflow is initiated on a weekly schedule at 8 AM. This ensures regular monitoring of projects.
2. MySQL Query Execution: It executes a SQL query to retrieve data from the tabProject table, filtering for projects that are Open, External, Active, and have a budgeted project cost of 0. The results include the company, default cost center, and the count of such projects.
3. Switch Node: The results from the MySQL query are processed through a switch node that categorizes the data based on the default cost center. Depending on the cost center, the workflow routes to different email notifications.
4. Email Notifications: For each cost center (A, B, C, D), a customized email is sent to the designated recipient, notifying them of the active projects with missing budgeted costs. The emails are formatted in HTML for better presentation, highlighting the number of projects and urging the teams to take action.

How users can customize and adapt this workflow

- Change Schedule: Adjust the schedule trigger to run at a different time or frequency (e.g., daily, monthly) based on your organization's needs.
- Modify SQL Query: Update the SQL query in the MySQL node to include additional filters or select different fields as required for your reporting needs.
- Customize Email Content: Edit the subject and body of the emails in the Microsoft Outlook nodes to reflect your organization's tone or specific instructions.
- Add More Cost Centers: If there are additional cost centers, expand the switch node to include more outputs and corresponding email notifications for those centers.
- Recipient List: Change the email addresses in the toRecipients field to ensure that the right teams receive the notifications.