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

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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

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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. 
  8. 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.
  9. Once all parameters are set up, click Ok to exit the Set up conditions window.
  10. Back on the New Workflow page, to activate the workflow, toggle the Workflow button to Active.
  11. 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 Actions.


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


Parameter
Condition
Customer Name

Equals, Contains

Invoice Total

Equals, Greater Than, Less Than, Greater Than or Equal To, Less Than or Equal to, Does not Equal To

Customer Address

Equals, Contains, Does not Contain

Sales Representative

Equals, Contains, Does not Contain

Quote Total
Equals, Greater Than, Less Than, Greater Than or Equal To, Less Than or Equal to, Does not Equal To

Table 1. Parameters and Conditions


To Add an Event and Event Action

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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 Order Authorise
  • Notify
  • Create Invoice
  • Authorise Invoice
  • Authorise Pick
Sale Quote Authorise
  • Notify
  • Confirm
  • Authorise Order
Sale Invoice Authorise
  • Notify
  • Wait
  • Wait Payment
  • Authorise Pick
Sale Payment Received
  • Notify
  • Wait
Sale Order Picked
  • Notify
  • Wait
  • Wait Payment
  • Authorise Pack
  • Authorise Invoice
Sale Order Packed
  • Notify
  • Wait
  • Wait Payment
  • Authorise Ship
  • Authorise Invoice
Sale Order Shipped
  • Notify
  • Wait
  • Wait Payment
  • Authorise Invoice
Sale Order Fulfilled
  • Notify
  • Wait
  • Wait Payment
  • Authorise Invoice

Table 2. Events and Event Actions


Activating/Deactivating a Workflow

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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

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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

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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

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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

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Some event actions may require further configuration, while others may not. The table below shows the additional settings required, if any, for each event action. 


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.

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 a subaction (optional). Subaction 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.


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