Tasks Module: Using Notifications & Tasks to create Workflows
The tasks module works in conjunction with the DEAR Notifications module and allows you to setup 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 & Management.
- Upgrade subscription to enable notifications module (necessary)
- Familiarity with the Notifications module (necessary)
- Task Settings
- Setup 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, add in 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.
Setup 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 Sale Quote
- Authorise the Sale Quote
- Send the Quote to the Customer
- (If the Customer doesn't reply, send them a reminder)
- (If the Customer accepts) Create a Sale Invoice from the Quote
- Authorise Sale Invoice
- Update Customer on Progress
- Post Sale Promotion - Promote sales offers to customers who haven't bought anything in a while.
Before starting a workflow, you will need to make sure the correct notifications are enabled.
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 -> Sale quote has been created (Internal)
- Sale -> Sale quote has been authorised (Internal)
- Sale -> Sale quote status is AUTHORISED but not printed/emailed (x) days after creation (Internal)
Sale -> Sale order has been authorised (Internal)
Sale -> Sale 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 > Notifications
- Change required notifications to Active and choose their delivery method and message
Setup Task Categories
To setup Task Categories:
- In Task Settings, go to the Task Categories tab
- Create all required Task Categories that will be used in your workflow process:
Make a Workflow
Once the Task Categories and Notifications have been set up, you can begin making your workflow. Workflows can be set to Inactive or Active.
To make a workflow:
- Go to Settings -> Task Settings -> Workflows
- Click + to start a new workflow
- Give the workflow a Name and which operation (Sale, Purchase, Customer etc.) it is applicable to
- Choose which notification will start running the workflow
- (Optional) Select a notification which will end a workflow before it finishes (for example, a customer declines a Sale Quote)
- Add tasks to your workflow and choose which staff member each task is to be assigned to
- Save to complete the workflow
We can now utilise the workflow we have generated above during a sale.
- A sales rep creates Sales Quote and Saves it for manager approval. A task will be created automatically based on workflow above.
- Sales rep will receive a notification that quote has been approved and proceeds with sending it to the customer while also completing the assigned task.( Sales rep will receive a notification or reminder on the task if Sale quote status is AUTHORISED but has not been printed/emailed (x) days after authorization )
- If customer accepts quote, Sales rep will need to convert it to a Sale Order and a notification will be generated by the system for manager to create/authorise the invoice.
- Once manager authorises Invoice a notification can be created to Accounting department to commence payment follow up procedures.
- When Warehouse Staff performs Pick/Pack/Ship operations for this order, system generates notifications to sale rep who can notify the customer about their order progress. All tasks relating to an order can be viewied in the top right hand corner of the sale document header:
- When customer fully pays their invoice, Marketing/Sales will receives automatic notifications about this customer to prompt them to send promotional materials when they have not ordered a product more than (x) number of days/weeks