Scheduled Leaderboard Workflow
What is a scheduled leaderboard?
A scheduled leaderboard provides insight into the top individual performers, teams, or groups for a single metric across custom schedules.
- Send the weekly "Closed Won Revenue" rankings to Slack/Microsoft Teams/Webex, and my inbox every Friday at 6pm.
- At noon each weekday, share the current top 10 Activity Score performers in Slack.
Scheduled leaderboards can also be used as a means of proactive notification when metric thresholds are not being met.
- Notify the sales leadership email group any time a rep on the sales development team has created less than 2 scheduled meetings by Wednesday at 11am.
- Send a email at 10am to the SDR manager when reps have made less than 10 phone calls.
Create a Scheduled Leaderboard Workflow
Users with "Workflows: All Access" or "Workflows: Create" permission will be able to create workflows.
Default permissions allow admins to view and edit all existing workflows.
Default permissions allow managers to edit workflows for users they manage.
1. Open the left navigation and click Workflows. Alternatively access workflows through the quick actions button > Create a Notification.
2. Click the + Create Workflow button.
3. Click Create on the Scheduled Leaderboard tile.
4. Complete the Create Workflow Form:
Required. The name will be displayed within Ambition and on scheduled leaderboard email notifications.
Description is visible on the manage workflows page and can be helpful to provide context on the behavior the workflow is recognizing.
Active = the scheduled leaderboard workflow will run on the set recurrence scheduled.
Inactive = the scheduled leaderboard workflow will be disabled and no alerts will be provided. Inactive workflows are not deleted and can be set back to active at the appropriate time.
Select the single metric that you wish to rank users or groups on.
Select the time frame that you wish to use for the ranking. Ex. today, this week, last month
What type of leaderboard do you wish to share?
*If Percent-to-Target is selected then you must select user for the workflow's hierarchy level.
Operator and Value
Optionally include an operator and value to further drill into the leaderboard.
Ex. Show me users who have made Less Than 10 calls by 10am
Ex. Show me users who have set Greater Than or Equal To 4 appointments by Wednesday at noon
Operator and value can be left blank for leaderboards where you wish to view a leaderboard without a specific value threshold.
Ex. Show me a leaderboard of top Activity Scores everyday at 12pm
Hierarchy Level and Filter
Who should be ranked? Employees, teams, roles, etc.
Learn more about hierarchy options here.
Number of Results
10 employees or groups will be displayed by default.
Scheduled leaderboards sent to Webex will only display 10 users or groups even if a larger number of results is selected.
Either show the top of the leaderboard or the bottom of the leaderboard.
Include Records without Data
Toggle to "Yes" if you wish to include users or groups who currently have no value for the selected metric. Helpful for scheduled leaderboards that are utilizing a "less than" operator.
Always send notifications
Toggle to "Yes" if you wish to still receive a workflow notification even when no one fits the leaderboard criteria.
Optionally include a message to provide more context about the workflow, include additional encouragement, or add images.
Insert Image - Images or GIFs will appear in workflows delivered to emails.
Insert an image or GIF by pasting the source link. The alternative description will appear if the image/GIF cannot load or if the user incorporates a screen reader.
Establish the Initial Event
Set the start date, start time, and time zone to indicate when the workflow should begin running.
The workflow in the image above would first run on 1/18/22 at 3:00pm Eastern.
Establish Frequency of Each Recurring Event
Select the appropriate number and time frame to indicate how often the workflow needs to run.
Time frame options:
- Day - Workflow will run every day of the week, even weekends
- Week - Select a specific day or multiple days of the week for the workflow to run
- Month - Workflow will run once per month on a designated day
- Year - Workflow will run once per year on a designated day
Establish When the Recurrence Ends
Workflows will continue on indefinitely unless an end is specified.
Workflows can end after a certain number of occurrences or end on a specific date.
Ambition will generate a preview of expected occurrences. Ensure the dates and frequencies aligns with your expectations.
A single workflow can support multiple actions.
Ex. A workflow can be sent to both an email address and a Slack channel.
View an example of a scheduled leaderboard email here.
A single email will be sent to everyone selected in the same "Send Email" action creating a CC, reply-all behavior within the workflow email alert.
To create a BCC behavior within the workflow email alert, enable multiple "Send Email" actions.
|Send Email - Action Options
|Send an email to myself
Workflow will be sent to the workflow creator's email address.
|Send an email to whoever triggered the workflow
"User" hierarchy level selection in Step 2 is required for this notification option to appear as a selection. The number of users who trigger the workflow is determined by the number of results selected to show on the leaderboard from Step 2 as well.
Ex. Number of Result = 10, the 10 users on the leaderboard will be notified.
If the hierarchy level "Users > Within" is selected in Step 2, only members, and not managers, of the selected groups will be notified.
|Send an email to a user or multiple users
Workflow will be sent to the selected user's email address.
Additional hierarchy options will appear to allow you to designate which group(s) of Ambition users you want to receive the email alert.
Learn more about hierarchy options here.
User > All = Every active Ambition user will be notified of the workflow via email.
Users > Within = You will be prompted to select one or more groups within Ambition. All users within the selected group(s) will be notified via email. Only members, and not managers, of the selected groups will be notified.
User > Custom - You will be prompted to manually select which specific users will be notified will be notified of the workflow via email.
|Send an email to the following (Custom Email Address)
An email will be sent to the input email address.
Use for any one/any group/distribution list who needs to receive workflow updates, but DOES NOT have an Ambition account.
ex. email@example.com or firstname.lastname@example.org
Pro Tip: Ensure that any distributions lists have the proper protocols adjusted to allow Ambition emails to be received.
Send Slack Message
View an example of a scheduled leaderboard Slack message here.
|Slack - Action Options
Workflow will be sent to the selected Slack channel.
If your organization has selected the "Public Access" authorization option within the Ambition <> Slack Integration, you will be able to select any public channel from the "Which Slack Channel" drop down menu. Additionally, any private channels that the Ambition Slackbot has been explicitly invited to will appear here. Learn how to add Ambition to private channels here.
If your organization has selected the "Invite Only" authorization option within the Ambition <> Slack Integration, you will only be able to select channels that have explicitly invited the Ambition Slackbot. Learn how to add Ambition to Slack channels here.
Unable to find a newly created Slack channel? Click the "reload" button or reach out to email@example.com for additional assistance.
Workflow will be sent to the selected Slack user through a direct message.
Search for active Slack users by name.
Unable to find a newly created Slack user? Click the "reload" button or reach out to firstname.lastname@example.org for additional assistance.
Send Microsoft Teams Message
View an example of a scheduled leaderboard Microsoft Teams message here.
|MS Teams - Action Options
Workflow will be sent to the selected Microsoft Teams channel.
Before workflows can be sent, the Ambition app will need to be added to the appropriate teams and channels. Steps to add Ambition here.
Unable to find a newly added Microsoft Teams channel? Click the "reload" button or reach out to email@example.com for additional assistance.
Workflow will be sent to the selected Microsoft Teams user through a direct message.
Search for active Microsoft Team users by name.
Unable to find a newly created Microsoft Teams user? Click the "reload" button or reach out to firstname.lastname@example.org for additional assistance.
Send Webex Message
View an example of a scheduled leaderboard Webex message here.
|Webex - Action Options
Workflow will be sent to the selected Webex space.
Before workflows can be sent, the authorizing user will need to be added to the respective Webex space. Within a space, click the "People" tab and then "+Add people" to add the authorizing user.
Unable to find a newly added Webex space or a space where the authorizing user was just added? Click the "reload" button or reach out to email@example.com for additional assistance.
Workflow will be sent to the selected Webex user through a direct message.
Search for active Webex users by name.
All users who have an Ambition account will be shown in the user dropdown, but only users who have a Webex account can receive direct messages. If you select a user who does not have a Webex account, an error of "unknown Webex email address - 'user's email address'" will appear upon saving the workflow.
Unable to find a newly created Webex user? Click the "reload" button or reach out to firstname.lastname@example.org for additional assistance.
Since messages will be delivered through the authorizing user and Webex will not allow you to direct message yourself, the authorizing user will not be able to receive a workflow alert through a Webex direct message.
|Log - Action Options
Send workflow to internal log for troubleshooting purposes.
Logs can be viewed under the "Jobs" tab in the manage workflow view. (Workflows: All Access permission required)
You will be able to see the workflow name and the time the workflow ran to ensure that your workflow logic is performing as expected before sharing the workflow with end users.
5. Click Create Workflow.