Setting Up Workflows For Purchase Orders
In this article:
Purchase Order Workflow Overview
Add New Workflow
Setup Workflow Conditions
Setup Workflow Actions
Edit Existing Workflow
Purchase Order Workflow Overview
Workflows is an Enterprise-only feature that allows you to configure automatic actions for Purchase Order records that meet specific criteria.
If you are not currently on the Enterprise subscription level and would like to upgrade, please contact us for assistance with updating your account.
For example, you can setup a workflow that emails a contact if the purchase order total cost exceeds a certain amount.
In the next section we'll go over how to create a workflow and add conditions & actions.
Add New Workflow
To create a new workflow click the gear on the top right and choose Workflows.
Click the blue New button on the top right and choose Purchase Order.
Enter a Name for the workflow on the top.
Checking the Active checkbox will enable the workflow and apply the actions to any applicable records. Unchecking Active will disable the workflow so that no actions are taken. This option will be enabled by default so that your workflow is ready to start processing as soon as it is saved.
Setup Workflow Conditions
Conditions tell the system which purchase order records require an action to be taken. You can choose a condition from the drop down box.
Once a condition is chosen you can specify additional filters on the right. The filter type will change depending on which condition is selected.
In the example below, we're setting the condition of 'If PO buyer is David Cooke, then perform an action'.
This condition states 'If the PO total cost is greater than $5,000, then perform an action'.
You can click + OR and + AND to add more conditions to work in conjunction with each other.
OR means if either condition is true, then perform the action. AND means if both conditions are true, then perform the action.
In this example, an action is only taken if the PO cost is greater than $5,000 AND the Vendor is also Parts R Us. If the vendor is different, or if the amount is less than $5,000, then the action will not take place.
Clicking the red X on the right hand side will remove the condition from the workflow.
Setup Workflow Actions
Actions are taken whenever all conditions are met in the workflow. You can choose from a variety of actions.
You can click the blue + ACTION button to combine multiple actions within the same workflow.
In the example above, if all conditions are met the PO record status will be updated and an email will be sent to a specific recipient.
Once all conditions and actions are setup click Save on the bottom to save the workflow to the system.
Edit Existing Workflow
To edit an existing workflow click the gear on the top right and choose Workflows.
A list of existing workflows will appear. Click the workflow name you wish to change.
The Edit screen will appear.
Make any changes you'd like and click Save on the bottom when finished. If you no longer need the workflow, or if it was added accidentally, you can click Delete on the bottom to completely remove it from the system.