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.

You can create workflows for the following transactions:

• Sales Order,
• Sales Invoice,
• Shipment,
• Purchase Order,
• Supplier Invoice,
• Receiving,
• Production Order,
• Incoming Payment,
• Outgoing Payment,
• Incoming Cash Payment,
• Outgoing Cash Payment,
• Sales Return,
• Stock Transfer,
• Purchase Return.

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

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. Specify the workflow name.
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. No more than 100 workflows can be active simultaneously. However, you can create new inactive workflows and activate them as needed.
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.

Kladana records the history of performed workflows. You can view it by scrolling to the bottom of the flow properties.

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. No more than 100 workflows can be active simultaneously, and no more than 10 scheduled workflows can be active at the same time. However, you can create new inactive workflows and activate them as needed.

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

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.