Design Your Workflow

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Now that you have defined your stages in the Status Library, you can arrange them into a workflow (the step-by-step process an order follows as it moves through your business). This guide walks you through how to create a workflow and set up the rules for how orders move from one stage to the next.

Contents

What is a Workflow?

A Workflow is a sequence of stages that an order follows as it moves through a specific part of your business, such as Intake, Production, or Fulfillment.

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

Every business handles orders differently. For example, a simple sales order where the customer pays immediately follows a very different path than one that requires a quotation and customer approval before work begins. By creating separate workflows for these situations, you make sure the system follows the correct process for each one.

Note: These workflows are the "engine" of your process. In the next guide: Configure Order Types, we will show you how to link these workflows to specific types of sales orders.

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).

Scroll down until you see Operations. Select 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:

Workflow Name: Give your workflow a descriptive name that reflects its purpose (e.g., "Repair Service Intake," "Standard Laundry Production").
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.

Note:

If you select Fulfillment, a second dropdown will appear asking for the Fulfillment Type. Choose:

Shop Pickup: If customers collect their orders in-store
Home Delivery: If you deliver to customers.

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.
Auto Progress Trigger: A pop-up will appear when you select a status. From the dropdown, choose which event should automatically move the order to the next step. If you leave the trigger empty, the order will not advance automatically — your staff will need to manually update the status when each step is complete.

Here are the types of events you can choose from:
- Sales order events: Triggered when the order itself changes state, such as Sales order confirmed, Sales order completed, or Order ready for collection.
- Logistic events: Triggered by pickup or delivery operations, such as Logistic pickup completed or Logistic delivery completed.
- Payment events: Triggered when a payment is recorded against an order such as Payment Succeeded.

💡 Example: If you have a "Ready for Collection" status step, you could set the trigger to Order Ready for Collection. Whenever a staff member marks the job as ready, the order will automatically advance to that step — no manual update needed.

💡 Not seeing the status you need? If the status name you want to use isn't appearing in the dropdown, you may need to add it to your library first. Click here to revisit the Status Library Setup guide →

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.

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.

Tip: You have complete control over your sequence. To quickly change the order of statuses after you've added them, look for the dot layout handle on the left side of the workflow step. Click and drag and drop the step to its new position to rearrange your workflow logic. This makes reordering your process quick and efficient.

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Up next

Configure Order Types

Link your workflows together to create a complete order process for each type of service you offer.