Managing Workflow Automation in DEAR

DEAR's workflow automation feature allows setting up events and actions that trigger automatically once certain conditions are achieved. This feature is currently available for sales processes in DEAR.


Table of Contents


Setting Up a New Workflow

[back to top]


The typical workflow consists of parameters and conditions, events and actions. Parameters and conditions must be met before an event and a subsequent action are triggered. Workflows in DEAR are set up in Settings > Automation > Workflow.


NOTE: DEAR will only allow you to set up a workflow if you have full access to the Automation module. For more information on user management in DEAR, see Managing Users and Roles.


To Add a Workflow Parameter and Condition

[back to top]


The first step in the workflow configuration is to add a parameter and condition to the workflow.

  1. In the DEAR menu, click Settings > Automation > Workflow.
  2. On the Workflow List page, click Add New Workflow.
  3. On the New Workflow page, enter a name for the workflow, then select the workflow type.
  4. Click Configure Condition.
  5. On the Set up conditions window, click +Condition.
  6. Select the parameter name and condition from the appropriate lists. Each parameter has a given set of applicable conditions. For more information, see Table 1.
  7. Enter the value of the parameter.

NOTE: If the parameter condition is set to Empty (see Table 1), you will not be able to enter a value for the parameter.

  1. To join the parameter with another parameter, select the appropriate join condition (either And or No) from the list, then add the other parameter following Steps 5-7.
  2. Once all parameters are set up, click OK to exit the Set up conditions window.
  3. Back on the New Workflow page, to activate the workflow, toggle the Workflow button to Active.
  4. Click Save. With the condition set up, you can now add an event to the workflow. For more information, see To Add an Event and Event Action.


The list of parameters and the applicable conditions under each parameter is shown in Table 1.


Parameter
Condition
Customer Name

Equals, Contains, Not Contains, Empty

Invoice Total

Equals, Greater Than, Less Than, Greater Than or Equal To, Less Than or Equal to, Not Equal To

Customer Billing Address

Equals, Contains, Not Contains, Empty

Sales Representative

Equals, Contains, Not Contains, Empty

Quote Total
Equals, Greater Than, Less Than, Greater Than or Equal To, Less Than or Equal to, Not Equal To
Customer Shipping Address

Equals, Contains, Not Contains, Empty

Default Attribute Set (values taken from Settings>General Settings>Sale Process Customisation)For Attributes and Attribute sets, the condition depends on the Attribute type. For example, for an attribute with Type=Checkbox, the condition will be "Is" and the value will be an actual checkbox that you can then check or not.
Additional Attributes (values taken from Settings>Reference Books)For Attributes and Attribute sets, the condition depends on the Attribute type. For example, for an attribute with Type=Checkbox, the condition will be "Is" and the value will be an actual checkbox that you can then check or not.

Table 1. Parameters and Conditions



To Add an Event and Event Action

[back to top]


After adding a parameter and condition, you can add an event and a corresponding action to the workflow.

  1. On the Workflow page, click +Event.
  2. From the list, select an event to be processed by the workflow.
  3. Select an action to be triggered by the event. To add another action to the event, click +Action. You can add multiple actions to an event.
  4. Click Save. To add another event and another set of event actions, repeat Steps 1-4. You can add as many events and event actions to the workflow as you want.


The list of events and the applicable actions under each event is shown in Table 2. In addition, some event actions may require additional configuration. For more information, see Configuring Event Actions.


Event
Available Actions
Sale Quote Authorise
  • Notify
  • Confirm
  • Authorise Order
Sale Order Authorise
  • Notify
  • Create Invoice
  • Create and Authorise Invoice
  • Create and Authorise Pack
Sale Invoice Authorise
  • Notify
  • Wait Payment
  • Wait
  • Create and Authorise Pick
Sale Payment Received
  • Notify
  • Wait
Sale Pick Authorised
  • Notify
  • Wait Payment
  • Wait
  • Create Invoice
  • Create and Authorise Invoice
  • Create and Authorise Pack
Sale Packed Authorised
  • Notify
  • Wait Payment
  • Wait
  • Create Invoice
  • Create and Authorise Invoice
  • Create and Authorise Shipment
Sale Shipment Authorised
  • Notify
  • Wait Payment
  • Wait
  • Create Invoice
  • Create and Authorise Invoice
  • Mark as Sale Closed
Sale Fulfilment Created
  • Notify
  • Wait Payment
  • Wait
  • Create Invoice
  • Create and Authorise Invoice

Table 2. Events and Event Actions



Activating/Deactivating a Workflow

[back to top]


To activate a workflow, switch the toggle button to Active on the Workflow page.


To deactivate a workflow, switch the toggle button to Inactive on the Workflow page.


Editing an Existing Workflow

[back to top]


You can edit active workflows, but your changes will not affect previously executed actions.


To edit a workflow:

  1. In the DEAR menu, click Settings > Automation > Workflow.
  2. On the Workflow List page, in the list of workflows, look for the workflow to be edited, then click its name.
  3. You may add and edit conditions, events and event actions following the procedures in Setting Up a New Workflow. To delete an existing parameter and condition or an event and event action, see To Delete Parameters, Conditions, Events, and Event Actions.
  4. After making your changes to the workflow, click Save.


To Delete Parameters, Conditions, Events, and Event Actions

[back to top]


When editing a workflow, you can delete parameters, conditions, events, and event actions.

  1. In the DEAR menu, click Settings > Automation > Workflow.
  2. On the Workflow List page, in the list of workflows, look for the workflow to be edited, then click its name.
  3. To delete a parameter and condition from the workflow, click the workflow's existing condition, then on the Set up conditions window, look for the parameter to be deleted, then click the Delete icon to its right.
    To delete an event, click the Delete icon to its right. This deletes all actions under the event.
    To delete an action, click the Delete icon to its right.
  4. On the confirmation message, click Yes, delete it!.


Deleting an Existing Workflow

[back to top]


You can delete an existing workflow in case you do not need it anymore.


To delete a workflow:

  1. In the DEAR menu, click Settings > Automation > Workflow.
  2. On the Workflow List page, click the Delete icon to the left of the workflow to be deleted.
  3. On the confirmation message, click Yes, delete it! to delete the workflow.


Configuring Event Actions

[back to top]


Some event actions may require further configuration, while others may not or are optional. The additional settings required, if any, for each event action are shown in Table 3


Action
Settings
Notify

Select a mailing list from the existing ones on DEAR.

Select either Email or Internal Notification as a notification type.

Configure the notification message and attachment.

Create InvoiceNo additional settings required
Authorise InvoiceNo additional settings required
Confirm

Select a mailing list from the existing ones on DEAR.

Select either Email or Internal Notification as a notification type.

Configure notification message and attachment.

Waiting period (in days or weeks).

Select the required retry count for sending reminders (default is Do not retry).

When there is no response, select an action to be performed by the system:

- Skip (default)

- Undo

- Void.

When rejected, select an action to be performed by the system:

- Undo (default)

- Void

- Notify.

Authorise OrderNo additional settings required
Wait Payment

Select a recipient or mailing list from the existing ones on DEAR to which the payment notification will be sent.

Waiting period (in days or weeks).

Select the required retry count for sending reminders.

When payment is received, select a notification to be sent to the mailing list. Notification can be any of the two (2) types:

- Full, default

- Partial.

WaitSelect a recipient or mailing list from the existing ones on DEAR to which the notification will be sent.

Waiting period (in days or weeks).

Select the required retry count for sending reminders.

Set up an optional subaction, which can be any of these four (4) types:

- Not Fulfilled

- Not Paid

- Quote not Authorised

- Always.

Authorise PickNo additional settings required.
If set for a Sales Order Authorise Event, will pick all items from the sales order.
If set for an Invoice Authorise Event, will pick all items from the invoice.
Authorise ShipNo additional settings required
Create and Authorise InvoiceNo additional settings required
Create and Authorise ShipmentNo additional settings required
Create and Authorise PackNo additional settings required
Mark as Sale ClosedNo additional settings required

Table 3. Configuration Requirements for Event Actions



Sample Workflow

[back to top]


Marking as Closed a Sales Order without an Invoice and after Fulfilment

[back to top]


This workflow automatically closes sales orders from John Doe Store worth $100 or more even without an invoice and after they go through Pick-Pack-Ship.


First, create the workflow:


  1. In the DEAR menu, click Settings > Automation > Workflow.
  2. On the Workflow List page, click Add New Workflow.
  3. On the New Workflow page, enter Close Sale without Invoice as the name of the workflow, then select Sale as the workflow type.


Next, configure the conditions for the workflow.


  1. Click Configure a condition. 
  2. On the Set up conditions window, enter +Condition, select Customer name as the parameter name and Equals as the condition, then enter Doe as the value.
  3. Click +Condition again, leave And as the join condition, select Quote Total and Greater Than as the parameter name and condition, respectively, enter $99 as the value, then click OK.



  4. Back on the New Workflow page, click Save.


Next, add the event that will trigger the workflow.


  1. Click +Event, then select Sale Shipment Authorised from the list of events.
  2. From the Actions list, select Marked as Sale Closed.



Finally, activate and save the workflow.


  1. Toggle the workflow as Active, then click Save. Below is a screenshot of the created workflow.

Did you find it helpful? Yes No

Send feedback
Sorry we couldn't be helpful. Help us improve this article with your feedback.