Workflows For Purchase Orders (Enterprise)
Purchase Order Workflow Overview
Workflows simplify the automation of actions for Purchase Order records that meet specific criteria.
This feature is available with the Enterprise subscription. Contact support to upgrade an existing account.
Add New Workflow
To create a new workflow, select the Company Settings button in the upper-right corner and choose Workflows.
Select the New button in the top-right corner and select Purchase Order.
Enter a Name for the workflow at the top of the screen.
Select the Active checkbox to enable the workflow and apply its actions to all applicable records. Clear the Activecheckbox to disable the workflow and prevent any actions from being executed. This option is enabled by default, allowing the workflow to begin processing immediately after it is saved.
Setup Workflow Conditions
Conditions determine which Purchase Order records qualify for workflow actions. Select the appropriate condition from the dropdown menu.
After selecting a condition, configure additional filters on the right. The available filter options update automatically based on the selected condition.
In the example below, the workflow is configured to perform an action when the Purchase Order buyer is David Cooke.
This condition triggers an action when the Purchase Order total cost exceeds $5,000.
Use + OR and + AND to combine multiple conditions into a single workflow.
OR indicates that an action is performed when at least one of the specified conditions is met. AND indicates that an action is performed only when all specified conditions are met.
In the example below, the action is executed only when the Purchase Order total cost exceeds $5,000 and the vendor is Parts R Us. If either condition is not met, the action is not performed.
Click the red X to the right of the condition to remove it from the workflow.
Setup Workflow Actions
Actions are performed when all workflow conditions are met. Select an action from the dropdown menu.
Click the blue + ACTION button to add multiple actions to the same workflow.
In the example above, when all workflow conditions are met, the Purchase Order status is updated and an email is sent to the designated recipient.
After configuring all conditions and actions, click Save at the bottom of the screen to save the workflow.
Edit Existing Workflow
To edit an existing workflow, click the Company Settings button in the top-right corner and select Workflows.
A list of existing workflows is displayed. Select the workflow name to open and edit it.
Make the desired changes, then click Save at the bottom of the screen to apply the updates.
To remove a workflow that is no longer needed, click Delete at the bottom of the screen. Deleting a workflow permanently removes it from the system.