Workflow

What is Workflow?

The Workflow module in XoroERP is an essential tool for automating and streamlining business processes. By leveraging workflow triggers, users can set up efficient workflows that ensure tasks are completed automatically and accurately. This guide details the key features, fields, and use cases of the Workflow module.

To access Workflow, go to Menu > Admin > Workflow > Workflow

Key Features

1. Automated Workflow Management:

   • The Workflow module allows users to define workflows for various business processes using workflow triggers. For example, if a user wants to automate the process of dropping an order from Shopify, they can set a trigger event that directs the system to perform actions like item creation, item updates, or order cancellations automatically.

2. Customizable Triggers:

   • Users can create specific triggers based on different events to initiate workflows. This customization ensures that the workflows align perfectly with the business processes and requirements, enhancing efficiency and accuracy.

3. Efficient Process Automation:

   • By automating routine tasks, the Workflow module helps reduce manual effort, minimize errors, and ensure consistent execution of business processes. This leads to improved productivity and operational efficiency.

Fields

1. Workflow Header:

   • Name: This field is where you specify the name of the workflow. The name should indicate the purpose of the workflow. "Shopify Order Processing Workflow"

   • Description: This field allows you to provide a detailed description of the workflow. It helps users understand the workflow's functionality and purpose. This workflow handles the automatic processing of orders dropped from Shopify, including item creation, updates, and cancellations."

   • Trigger Event: This dropdown menu lets you select the event that will trigger the workflow. The trigger event is the condition that starts the workflow. Options might include "Order Drop", "Item Create", "Item Update", or "Order Cancel".

   • Trigger Ref Code: This field is for the reference code associated with the trigger event. It uniquely identifies the trigger.

     • Example: "SHO1234"

2. Active:

   • Description: This checkbox, when selected, activates the workflow. If the checkbox is not ticked, the workflow will not run even if the trigger event occurs.

   • Example: Ensure this box is checked to activate the workflow for order processing.

Use Cases

1. Automated Order Processing from Shopify:

   • Scenario: A user wants to automate the handling of orders dropped from Shopify. By setting up a workflow with a trigger event for "Order Drop", the system can automatically perform tasks like item creation, inventory updates, and order cancellations. This integration ensures a seamless workflow between Shopify and XoroERP, reducing manual data entry and improving accuracy.

2. Streamlined Inventory Management:

   • Scenario: When a new item is added to the inventory, a workflow can be triggered to update related records, notify relevant departments, and include the new item in stock counts. This automated process helps maintain accurate and up-to-date inventory information across the organization.

3. Automated Customer Service Follow-Ups:

   • Scenario: A customer service representative wants to automate follow-up actions after a service ticket is closed. By setting up a workflow with a trigger for "Ticket Closure", the system can automatically send a follow-up email to the customer, update the ticket status, and log the interaction for future reference. This enhances customer satisfaction and streamlines the customer service process.

By utilizing the Workflow module in XoroERP, businesses can automate key processes, improve operational efficiency, and ensure accurate and timely completion of tasks. This module is a valuable asset for organizations looking to optimize their workflows and enhance overall productivity.