Knowledge Base

What is Workato | BASICS

Let’s start with a common problem many companies have. In a world where software platforms have become a dime a dozen and different companies have 10 different systems that all do very specific functions – you wind up in situations where you have data all over the place.

You have Salesforce for all of your sales activities, Asana to manage your day to day projects, NetSuite to handle your accounting, and Google Sheets just because someone in your HR department likes to put together lists in an Excel format. The above example might seem bizarre to some, or par for the course to others.

If you’re in the latter camp – where the above sounds just like your company, you’ve likely wondered what it would be like if they could all talk to each other. An unreasonable amount of time is spent re-entering data between systems. Wouldn’t it be great to have an easy way that when sales closes a new deal in SalesForce, that a new project is started in Asana and your project team can hit the ground running? No time spent re-entering, no errors made.

Enter Workato, think work automation, a market leading iPaaS (Integration Platform as a Service). While it sounds like a lot – at its core, what Workato provides is an integration engine. It has built in connectors to integrate with a borderline infinite number of systems, ranging from enterprise solutions like Oracle, to workplace chat pioneer, Slack.

What does that actually mean? Workato essentially takes all the ‘custom’ work out of integrations. Historically – if you wanted to make systems talk, you needed custom code and servers to have the pull and push data from one place to another. With Workato – you, a newly minted integration specialist, can log in – pick which systems you want to start with – sign yourself into those systems – and start making them talk to one another using what are called ‘Recipes’.

‘Recipes’ are the user friendly interface that Workato has built to provide you with a step by step of what your integration should do. Each recipe starts with a ‘trigger’, dictating the ‘when’ your integration kick starts. It can be on a schedule, when you push a button, when someone edits an existing lead or job in your system, etc. Each recipe can then have one or more ‘actions’ – these are the actual step by step procedures that you actually want performed via your recipe. Actions might be things like creating a new Task in Asana, logging a new Deal in Salesforce, sending an automatic email through outlook when statuses change. Actions are the actual work happening behind the scenes to accomplish you end goal.

So take the example from above – your sales team closes a deal in Salesforce – this is your trigger. With Workato – that trigger event is picked up almost immediately. Next – Workato looks at that, and the first action is to download any files that you’ve put in the Deal in SalesForce, and then create a brand new project in Asana with all of the supporting documents as attachments as another action. As a final action – Workato sends a message to your Slack channel, and alerts everyone that a new project is created, with a link to assign it.

Everything from the above is an out-of-the-box feature of Workato, with no coding experience required. It provides a front-end to connect with all of these systems and many more, and all you have to do is sign in to get started. For the more advanced users, Workato has customized HTTP connectors which allow for code and custom development. This means as an integration specialist, you’re able to create more robust recipes with any system that has an API available. The opportunities are endless.

To learn more about the capabilities of Workato with helpful step-by-steps, visit our other Workato articles!


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