Workflow automation

Automated workflow is a series of actions performed under special conditions and without any manual interaction. You only specify what the app should do and when.

For example, if you create a Purchase Order, the app adds all its items to awaiting stock. Or you create Shipment and the app creates a task for your team member to check the packing of the items.

Combine actions and conditions in different ways to find your own helpful workflows.

• Create automated workflow
  • Create automated workflow manually
  • Create automated workflow from template
• Workflow user access settings
• Create task and notification templates
• Variables for task and notification templates
• Workflow settings examples
  • Send notification to an employee when Sales Order expires
  • Cancel Sales Order when it expires
  • Check Sales Invoice status of payment
  • Create a reminder for an employee
  • Create task when Production Order creating
  • Reserve materials for Production Order when its status changes
• Trial period
• Workflow Features and Limitations

Create automated workflow

Workflows can be created manually or using templates. When creating a workflow manually, you define the settings yourself. When creating a workflow from a template, you don’t need to fill in any information — all settings are automatically configured according to the selected template.

Create automated workflow manually

1. In the Kladana workspace, click on the user icon and select Settings → Workflows.
2. Click +Workflow.
3. Enter the workflow name and add a comment. We recommend providing clear explanations upfront to make it easier to work with workflows in the future.
4. If you want the workflow to run after it’s created, select the Active checkbox. By default, workflows are created as active. To pause the workflow, uncheck the Active checkbox.
5. Set the workflow:
   • What event starts the flow? — Select the Object (the type of transaction) and the Event that starts the workflow.
   • What should be done? — Clic Add action to specify the action to be taken. For some events, you can add more than one action.
   • When the flow should be started? — Select the start time of the action: immediately after the event has occurred, or with a delay (up to 45 days) between the event and the action. No more than 10 scheduled workflows can be active simultaneously. However, you can create new inactive scheduled workflows and activate them as needed. To activate a scheduled workflow, uncheck the Active checkbox in the settings of the workflow you want to stop. Then, select the Active checkbox in the settings of the workflow you want to run.
   • If necessary, specify the conditions for the action.
6. Click Save.

After creating a workflow, information about its execution is saved in the Flow history. This data is available in the specific workflow window, in the transaction it was triggered by, and in the Audit. Each time the workflow is triggered or fails to trigger, it is recorded in the history.

Create automated workflow from template

1. In the Kladana workspace, click on the user icon and select Settings → Workflows.
2. Click +Workflow.
3. Choose the method of creating a workflow — From the template.
4. Select the template from the drop-down menu. All the workflow fields are automatically filled in according to their settings. Learn more about template settings in Workflow settings examples.
5. Edit the pre-filled data to suit your business processes, if necessary.
6. Fill in the fields that are not predefined by the template and require manual input. For example, provide the current transaction status in the Event field or the workflow execution conditions.
7. Click Save.
8. The workflow starts running immediately after creation because the Active checkbox is enabled by default. To save the workflow as a draft, uncheck the box and save the changes.

Workflow user access settings

Only an administrator can set up personal access to the workflows for an employee.

1. Click on the user icon and select Settings → Employees.
2. Click on the name of an employee.
3. Select User roles → User and click Setup permissions.
4. Select the Workflows section in the list on the left and specify the actions allowed for the employee.
5. Click Save settings.
6. Click Save.

Create task and notification templates

Create your custom task and notification templates using variables. The templates allow you to immediately provide the employees with the detailed information for further work. For instance, to send the notification «Сontact with the customer to confirm the details of the Sales Order #102 dated 07.11.2023 for the amount of 500,000 rupees» you can use the following template:

Сontact with the customer to confirm the details of the {DOCUMENT_NAME} dated {OPERATION_DATE} for the amount of {OPERATION_SUM} rupees.

In the template the variables {DOCUMENT_NAME}, {OPERATION_DATE}, {OPERATION_SUM} are substituted with transaction data.

If the variable field is empty in transaction, an empty value is inserted. Committed stock and awaiting stock cannot be indicated in the templates.

Other template examples:

• {DOCUMENT_NAME} has been paid. The goods can be prepared for shipment.
• {DOCUMENT NAME} must be paid by {PLANNED PAYMENT DATE}. We have not received the payment yet. Please contact the counterparty and find out when the payment will be made.
• Verify the set of products according to the {DOCUMENT_NAME}.

Variables for task and notification templates

Variables for objects with the value Document

Variables for the object Counterparty

Workflow settings examples

Send notification to an employee when Sales Order expires

When the Sales Order has expired, the notification is sent to the employee.

Specify the following workflow settings:

• Object — Sales Order.
• Event — Not shipped on time.
• What should be done? — Send notification → Owner.

Cancel Sales Order when it expires

When the Sales Order has expired, it is canceled.

Specify the following workflow settings:

• Object — Sales Order.
• Event — Not shipped on time.
• What should be done? — Update Sales Order fields → Status → Another → Canceled.

Check Sales Invoice status of payment

When a Sales Invoice is created, the task to verify it is also created.

Specify the following workflow settings:

• Object — Sales Invoice.
• Event — Created.
• What should be done? — Create task.
• Under what conditions? — Due Date → Greater than → Current Date (of event in workflow).

Create a reminder for an employee

When a Sales Order status changes to New, the task is created in 5 days.

Specify the following workflow settings:

• Object — Sales Order.
• Event — Status changed → New.
• What should be done? — Create task → Owner.
• When the flow should be started? — Delay the start for 5 days.
• Under what conditions? — Total amount (Rs.) → Greater than → Another → 0, and Paid amount (Rs.) → Not equals → Total amount (Rs.).

Create task when Production Order creating

When a Production Order is created, a task to complete it is also created.

Specify the following workflow settings:

• Object — Production Order.
• Event — Created.
• What should be done? — Create task, indicate the author, assign the task to an employee, indicate the due date and describe the task.

Reserve materials for Production Order when its status changes

When a Production Order status changes to Committed, the materials for the Production Order are reserved in the warehouse.

Specify the following workflow settings:

• Object — Production Order.
• Event — Status changed → Committed.
• What should be done? — Modify order reserve → Reserve products to order.

Trial period

The trial period is available only once per account, provided that the Workflows option is not already activated. The trial period lasts for 14 days. It is available on any subscription plan except the Trial plan.

To activate the trial period:

1. In the Kladana workspace, click on the user icon and select Settings → Workflows.
2. Click Activate trial period.
3. Click Activate to confirm the action.
4. Click OK to refresh the page. The trial period will be activated.

Workflow Features and Limitations

• One workflow does not trigger another workflow. For example, if one workflow results in the creation of a Shipment, and another workflow is configured to automatically change the Shipment status upon its creation, the second workflow will not run automatically after the first one.
• A maximum of 100 workflows can be active at the same time, including no more than 10 workflows with delayed execution. Additional inactive workflows can be created and activated as needed.
• Conditions for delayed workflows are checked both when the triggering conditions are met and before the actual execution based on the timer.
• When the Modify order reserve action is triggered, product stock recalculations may be delayed compared to standard manual transaction handling.
• Workflow execution delays may also occur during the bulk editing of a large number of transactions.
• When creating a related transaction, products with serial numbers are not added to it.
• Payments based on transactions are not created for zero-value or fully paid transactions.
• Shipments created via workflows include only unshipped product items from the parent transaction. Shipments without product items cannot be created.
• The Overdue event is based on the Planned date of shipment, Planned date of receiving, or Planned payment date, depending on the selected transaction.
• The order of multiple actions within a single workflow depends on their sequence as specified in the workflow settings.
• If a transaction is edited simultaneously by a user and a workflow, the latest change will be saved. If necessary, workflows can be configured with a delayed trigger — for example, 1–2 minutes after a user finishes working with the transaction — or the workflow conditions can be refined.
• For date conditions, Equals/Not equals comparisons are evaluated by days only (hours and minutes are ignored). However, Greater than/Less than/Less than or equals/Greater than or equals comparisons are accurate to the minute.
• Related transaction can be modified only if the parent one has exactly one related transaction of the selected type. For example, a Sales Order has only one related Purchase Order.