Workflows provide unlimited flexibility in defining exactly what happens at every point in your business process.
Workflows carry out your business rules when a Transaction, Activity or Account changes from one status to another.
- Credit validation before an order is submitted
- Address verification when a new user account is created
- Manager approvals for special discounts or for transactions above a certain value
Use the Workflow Designer to define status transitions and set actions for activities changing back and forth between statuses. Each of the status changes can trigger multiple actions.
- Webhooks (web services)
- Conditional alerts
- Branch to another step in the workflow
- More... (full list of Workflow actions are detailed below)
You can view a live demonstration of use cases in this in depth webinar on Workflows:
How do I know if I'm using the new Workflow designer or still on the old Workflows?
To check if you are using the new version of Workflows go to Settings -> Sales Activities -> Transaction Types and edit the Transaction you would like to check.
Go to the Workflows tab and check if you have the visual style workflow. If not, then contact us to turn on the new Workflows for you so you may use the new features, and Pepperi Managers App to manage Activities and Transactions.
Trigger actions such as notification, credit validation, Email, alerts, and more when a new Account (customer) is created by a user.
For example, trigger an address verification form to pop up when a user creates a new Account that verifies address fields such as City, State, Street against a predefined list.
A detailed lists of the actions available for Accounts is in the table below.
The Workflow Designer has an easy-to-follow visual flowchart representation. Workflows are located in the Workflows tab of the Transaction, Account or Activity.
Each "Step" is a status change defined in the Workflow may have one or more Actions associated with it.
To Add a step, click "+Step" and give the Step a name. The step name will be used as the text on the "Submit" or "Done" button on the Transaction, Activity or Account creation form.
In the example below the name "Validate order" will appear instead of the text "Submit" on the shopping cart.
The actions defined in this step will be executed when the Transaction changes status from In creation to Submitted.
Building a workflow like the one shown in the diagram above requires you to add steps and actions for each of the required status changes, and then the diagram above will be automatically generated.
You may restrict the available status transitions by profile, thereby allowing specific channels or user types to execute a transition.
For example, blocking all profiles except admins from the ability to re-submit orders, or allowing only senior reps to approve orders from draft to submitted status. For details on profile based workflows see: Profile Based Workflows
Actions are executed for each status change. The actions are divided into "Actions and Branches" which are executed before the status is changed to the next status in the workflow, and "Post Actions" which are executed after the status is changed - see table below for details on each action.
Actions are triggered by Status changes in the Workflow of the Activity/Transaction/Account.
|Actions (click for details)|
|Alerts and Notifications (click)|
||This action displays an alert message in a dialog box with the option to Cancel or Continue. Cancel - dismisses the dialog and returns the user to what she was working on. Continue - continues to the next action or step in the workflow. Message may be formatted using HTML.|
||This action displays an alert message in a dialog box on the condition that the selected rule is evaluated to the indicated value (true/false). Cancel - dismisses the dialog and returns the user to what she was working on. Continue - continues to the next action or step in the workflow. Message may be formatted using HTML.|
||This action displays a notification message in a dialog box. The user clicks OK and the workflow continues to the next action or step. Message may be formatted using HTML.|
||The Workflow will be stopped on the condition that the selected rule is evaluated to the indicated value (true/false). A message will be displayed to the user, allowing them to go back and modify the order/activity accordingly. Message may be formatted using HTML.|
At the beginning of a Workflow check if there is an open Activity \ Transaction of the same type and for the same Account. If so, either ask the user if they want to continue it, and direct them to the list or force them to be directed to it, in which case it will be opened.
This action is available for the New to InCreation status transition only. This action is not available for Account Workflows (Activities and Transactions only).
||This action executes a Webhook and continues the Workflow|
||The Workflow will be stopped on the condition that the Webhook (web service) is evaluated to false. A message will be displayed to the user, allowing them to go back and modify the order/activity accordingly.|
||This action executes a Webhook and branches the workflow to another step based on the status selected in case of failure.|
|Custom Form||Allow you to run your own code from with in the Pepperi app. Run your own HTML code in the background, or display results to the user.|
|Branch Condition||This action evaluates a Boolean rule and branches the workflow to another step based on the status selected in case of failure. Select from a list of Boolean rules created in Custom Fields. Select the status in case the rule fails to evaluate.|
|Open Form||This action allows you to select a form that will be opened for the user to fill in. If the form does not contain fields marked as mandatory it will not be opened. Selecting \'Force always open\' will open the form even if does not contain mandatory fields.|
|Force Sync||This action forces the mobile app to sync. Use this action if you want the user to sync before beginning an activity to make sure they have the latest updates. For example, to make sure they have the latest item inventory before submitting an order.|
|Split Order||This action splits the order among multiple locations (ie chains) and creates a separate Transaction for each location. Select the Transaction Type for the newly created orders.|
|Payment||ePayment is now done using Custom Forms. Contact your Project manager to configure payment capability for any ePayment providor such as: Eway, Stripe, Authorized .Net, Card Connect, APS, NetSuite CC Processing|
|Capture Geolocation||Captures the Latitude and Longitude coordinates of the device (to custom fields of type Decimal value). You can capture the location not only upon submission, but during any other status change. An accuracy radius is captured as well (Decimal value).
If you want to view Activities on a map view in the Managers App, then you must use this action in the New -> In Creation transition, or in the last transition before submission. Activities can be pinned on a map based on either the Creation geolocation or the Submission geolocation.
|Capture Date & Time||Captures the Date & Time and saves it in a custom field. This is actually a timestamp you can initiate at any point in the Transaction or Activity that allows you to capture when a specific event such as a change in status, payment, sync, or alert occurred. You can then display it on any form or report.|
Alert the user of events when the app is closed on their device. Send your own customized text in Push notifications, alerting the user at any point in the Order or Activity Workflow - just like any other app that pops up notifications on your phone or tablet, such as WhatsApp or Facebook.
The notification will appear on any device that the user is logged in to the Pepperi app on - if they are logged in on both iPhone and iPad, the notifications will appear in both.
|Barcode Scan (Activity ONLY)||
Prompts the user to scan a barcode using the device camera. Saves the scanned barcode in a custom field. May be used for:
|Send email||Send configurable email notification with attachment. For details: How to Set Email Notification for Transactions (Sales Orders)|
|Export File to FTP||This action will post a file in the format selected with the order/activity data to the Pepperi secure FTP server. This file can then be imported to any ERP/CRM or other system.|
|Distribute Activity (for Activities only not Transactions)||This action duplicates the Activity for multiple Accounts. Select the type for the newly created Activities.|
|Navigate to||After the Actions in this step are completed, the user will be redirected to the page they were on previously, an Activity List of your choice, or stay on the same page. Select from the options in the menu. The default is one screen back.|
|Update your stock on hand of the items in the Transaction by deducting the quantity from your current stock. And/or update the store's stock count of this item by adding the ordered quantity immediately upon submission. For details on this field (AccountInStockQuantity) see: Account inventory|