Tasks Module: Using Notifications & Tasks to Create Workflows

The Tasks module works in conjunction with the DEAR Automation module and allows you to set up a workflow process for a Purchase, Sale, Supplier, Customer, Credit Note, Assembly or Disassembly.


Workflows can automatically assign tasks or steps that may be required to successfully complete an operation to different roles in your organisation. Roles could be Sales Reps, Accounting Department, Warehouse Staff, Marketing, and Management.


Prerequisites


Table of Contents



Task Settings

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First, you must make some preparations in the Task settings. 


To set up tasks:

  1. Go to Settings > Task Settings.
  2. Set Tasks Module to Active.
  3. Click Save.


  1. Click the Calendar tab on the left, change the 1st day of the week from the default Sunday to another day if required, then click +Holiday to enter the non-working days such as public holidays, weekends, or anything that will affect your business hours. This will affect how tasks are assigned on those days.



  2. Click Save.



Setting Up a Workflow

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Workflows can contain as many steps as required, and can be renamed and changed to fit your organization's needs. 


You must consider what steps are necessary in your workflow and which internal and external notifications are required. 


Consider a sample workflow for a Sale. We can split this process down into the following steps:

  • Create a Sales Quote
  • Authorise the Sales Quote
  • Send the Sales Quote to the Customer
  • If the Customer doesn't reply, send them a reminder
  • If the Customer accepts, create a Sales Invoice based on the Sales Quote
  • Authorise Sales Invoice
  • Payment
  • Pick 
  • Pack
  • Ship
  • Update Customer on Progress
  • Post Sale Promotion (Promote sales offers to customers who have not bought anything in a while)


Before starting a workflow, you will need to make sure the correct notifications are enabled. 


To Set Up Notifications

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Notifications can be used to signal when actions have been started, completed or left unfinished. They can be sent internally to staff using DEAR system alerts, as emails, or externally as API requests.


Once you have planned your workflow, consider which notifications you will need to trigger to carry out these tasks. Using our sample workflow, we will need the following notifications enabled:

  • Sale > Sales quote has been created (Internal)
  • Sale > Sales quote has been authorised (Internal)
  • Sale > Sales quote status is AUTHORISED but not printed/emailed (x) days after creation (Internal)
  • Sale > Sales order has been authorised (Internal)

  • Sale > Sales has been shipped (Internal)

  • Customer > Customers who have not ordered a product more than (x) number of days/weeks (Internal)


To enable/disable notifications:

  1. Go to Settings > Automation > Notifications.
  2. Change required notifications to Active and choose their delivery method and message.


To Set Up Task Categories

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To set up task categories:

  1. In Task Settings, go to the Task Categories tab.
  2. Click and create all the required Task Categories that will be used in your workflow process.



To Create a Workflow

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Once the Task Categories and Notifications have been set up, you can begin creating your workflow. 


To create a workflow:

  1. Go to Settings > Automation > Task Settings > Workflows.
  2. Click + to start a new workflow.



  1. By default, a workflow is set to Active. Toggle the Active button to No to make the workflow inactive after creating it.
  2. Give the workflow a Name and select the operation (Sale, Purchase, Customer etc.) to which it is applicable.
  3. Choose the notification that will start running the workflow.
  4. Optionally, select a notification which will end a workflow before it finishes. For example, if a customer declines a Sale Quote.
  5. To add a task to the workflow, click the +Task button. 
  6. Enter a name for the task, select a task category, assign it to a user, enter the number of days when it becomes due, choose to either skip it if it falls on a holiday or move to another date, and enter its start and end times. Repeat Steps 7-8 until you've added all required tasks to the workflow.
  7. Click Save.


NOTE: To follow the Workflow Example in the next section, you need to create the workflow seen in the above screenshot.


Workflow Example

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For this example, we will utilise the workflow we created in To Create a Workflow.


  1. Sales rep creates a Sales Quote and saves it for manager approval. A task will be created automatically based on the defined workflow above.


  1. Sales rep receives a notification that quote has been approved and proceeds with sending it to the customer while also completing the assigned task.  If sales quote status is Authorised but it has not been printed/emailed for a given number of days after authorization, sales rep will receive a notification or reminder about the task.



  1. If customer accepts quote, Sales rep converts it to a Sale Order and a notification is generated by the system for manager to create/authorise the invoice. 
  2. Once managerauthorisesInvoice, Accounting department receives a notification to commence payment follow up procedures.
  3. When Warehouse Staff performs Pick/Pack/Ship operations for this order, system generates notifications for sale rep, who then notifies the customer about the progress of their order. All tasks relating to an order can be viewed on the top right-hand corner of the sale document header.

  1. When customer fully pays their invoice, Marketing/Sales receives automatic notifications about this customer to prompt them to send promotional materials when they have not ordered a product after a specified number of days/weeks.

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