Design Your Workflow

What is a Workflow?

The purpose of this step is to design the logic for the different stages of your operations, such as Intake, Production, or Fulfillment. It tells the system exactly which path an order should take as it moves through your business.

Every business has different scenarios, and a "one-size-fits-all" process doesn't always work.

For example, a simple sales order where the customer pays immediately follows a very different path than an order that requires a quotation and customer approval before work can begin. By designing distinct workflows for these stages, you ensure the system follows the correct rules for each situation, guiding an order from the initial intake all the way through to final fulfillment.

Access the Workflows Tab

To begin setting up your unique workflow, follow the same path you took for the Status Library.

• On the top navigation bar, click the Gear Icon (Settings).

• Select Operations from the dropdown menu.

• Within the Operations dashboard, click on Order Management.
• This is the central hub where you define your sales orders, the steps necessary for your team to create an order, and the processes tied to that order.

• Click on the Workflows tab to start building your sequences.

Configure Your Workflow

To add a new Workflow, click on the + Add Workflow button.

A pop-up window will appear. Lets look at how to fill in the fields:

1. Workflow Name: Give your workflow a descriptive name that reflects its purpose (e.g., "Repair Service Intake," "Standard Laundry Production").
2. Workflow Type: Use the dropdown box to select the high-level category that your workflow falls under (e.g., Intake, Production, Fulfillment). This helps organize your different processes later in the Configure Order Types guide.

3. Add Status: This is where the status names in your Status Library come to life. Use the dropdown box to select a status name (e.g., "Pending Pickup"). This name is pulled directly from what you defined in the previous guide.
4. Auto Progress Trigger: A popup will appear when a status is selected. In the dropdown menu, select the event that will trigger the progress. This is the specific action taken by a worker that automatically moves the sales order to the next step in the process.

5. Workflow Steps: Once you complete the status and added a trigger, a new step in your workflow will appear. Continue adding your statuses and defining the progress trigger for each transition, moving sequentially towards the final step for the specific workflow.

6. Create: Click Create to add this new workflow in your Workflow tab when your sequence of steps and triggers is complete. A success message will appear on the bottom right of your screen, and you should now see the new workflow you just created in the table view.