Tasks Module: Using Notifications & Tasks to Create Workflows
The Tasks module works in conjunction with the DEAR Automations 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.
- Upgrade subscription to enable Automations module (required)
- Familiarity with the Automations module (required)
- Task Settings
- Setting Up a Workflow
First, you must make some preparations in the Task settings.
To set up tasks:
- Go to Settings -> Task Settings.
- Set Tasks Module to Active.
- In Calendar Settings, 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 these days.
Setting Up a Workflow
Workflows can contain as many steps as required, and can be renamed and changed to fit your organization needs.
First, you must consider what steps are necessary to your workflow and which internal and external notifications will be 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
- 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
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:
- Go to Settings > Automation > Notifications.
- Change required notifications to Active and choose their delivery method and message.
Set Up Task Categories
To set up Task Categories:
- In Task Settings, go to the Task Categories tab.
- Create all required Task Categories that will be used in your workflow process.
To Create a Workflow
Once the Task Categories and Notifications have been set up, you can begin creating your workflow.
To create a workflow:
- Go to Settings>Automation>Task Settings -> Workflows.
- Click + to start a new workflow.
- By default, a workflow is set to Active. You may toggle the Active button to No, if you want the workflow to be inactive after you finish creating it.
- Give the workflow a Name and select the operation (Sale, Purchase, Customer etc.) to which it is applicable.
- Choose the notification that will start running the workflow.
- Optionally, select a notification which will end a workflow before it finishes. For example, if a customer declines a Sale Quote.
- Add tasks to your workflow and choose the staff member to which each task will be assigned.
- Click Save.
We can now utilise the workflow we have generated above during a sale.
- Sales rep creates a Sales Quote and saves it for manager approval. A task will be created automatically based on the defined workflow above.
- 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.
- 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.
- Once manager authorises Invoice, Accounting department receives a notification to commence payment follow up procedures.
- 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.
- 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.