Overview
Every device lifecycle event, a new hire, a termination, a refresh, a return, touches multiple teams and systems (IT, HR, Finance, Legal, Security, Procurement) that rarely stay in sync on their own, and today that coordination happens mostly by hand: email chains, spreadsheets, someone remembering to loop in the right person. Firstbase already handles the core transactions behind that lifecycle: ordering, provisioning, retrieving, and retiring hardware. Firstbase Workflows extends that automation outward, a visual, self-service way to coordinate the people, approvals, and systems around those events, without engineering involvement.
Who Firstbase Workflow is For:
- Organizations with multi-team lifecycle processes
- Multi-region or multi-entity environments with varying policies and processes
- Organizations where lifecycle steps vary by employee type, location, or department
- Environments requiring input from multiple stakeholders (managers, Finance, Legal, Security, Procurement, IT) before actions proceed
- Organizations running a mix of systems (HRIS, MDM, ITSM, identity, communications) that need to stay coordinated
Core Capabilities
Visual workflow builder:
Design, test, and publish automations on a canvas, no code required.
2,000+ Pre-Built integrations including:
ITSM: ServiceNow, Jira Service Desk, Freshdesk, and FreshService
HRIS: Workday, Hibob, and BambooHR
Collaboration Software: Slack, Microsoft Teams, and Google Chat
IdP: Okta and Entra
Office Suites: Google Workspace & Microsoft Office e.i. Google Drive and One Drive
AI: Openai, Authropic, and Gemini
Dedicated Firstbase Nodes and Triggers:
Pre-built, authenticated actions that fire on real-time Firstbase lifecycle events, from orders and inventory to returns and shipments.
Conditional Logic & Timing:
Branch workflows by department, location, or employee type, and set relative timing like "ship 5 days before start date."
Approval & Notification Routing:
Pause a workflow for manager approval, or notify the right channel, then resume automatically once someone responds.
Execution Visibility:
Track every run in an execution view in robust logs, test against sample data before publishing, and route failures to a fallback path.
Common Workflow Examples
| Manager Approval | As an admin, I want a hiring manager to approve an employee order As an admin, I want a manager to approve a peripheral item order |
| Legal Holds | As an admin, I want to be notified when a device is nearing its legal hold end date As an admin, I want device on legal hold to be sent to an office |
| Notifications | As an admin, I want order updates to be pushed to a specific Slack Channel As an admin, I want legal and the hiring manager to be notified when a device has not been returned |
| Asset Management | As an admin, I want device refreshes to be automatically generated when a device warranty expires As an admin, I want a PO generated and sent to Finance when inventory levels go under a specific threshold |
| Ticketing | As an admin, I want a ticket to be closed when an asset return is marked as completed As an admin, I want a ticket created when a device is due for refresh As an admin, I want a ticket updated with specific order updates |
| Systems | As an admin, I want device to be unlocked upon arriving at the Firstbase warehouse As an admin, I want to kick off user software provisioning when a device is shipped to a user As an admin, I want asset information in Firstbase to be pushed into another system |
Getting Started
Firstbase Workflows is best scoped to your specific environment and use cases. Reach out to your Firstbase Solutions Engineer or Customer Success Manager to review your current lifecycle processes and identify which workflows would deliver the most value first.
Questions? Reach out to your Firstbase Solutions Engineer or Customer Success Manager
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