Setting Up Workflows For Purchase Orders (Enterprise)
Purchase Order Workflow Overview
Workflows enable configuration of automatic actions for Purchase Order records meeting specific criteria.
For organizations not currently on the Enterprise subscription level, contact Support to upgrade the account.
For example, a workflow can be configured to automatically email a contact when a Purchase Order’s total cost exceeds a specified amount.
Add New Workflow
To create a new workflow, select the gear icon in the upper-right corner and choose Workflows.
Select the New button in the top-right corner and choose Purchase Order.
Provide a Name for the workflow at the top.
Selecting the Active checkbox enables the workflow, applying its actions to all applicable records. Deselecting Activedisables the workflow, preventing any actions from being executed. By default, this option is enabled, allowing the workflow to begin processing immediately upon saving.
Setup Workflow Conditions
Conditions specify which purchase order records require action. A condition can be selected from the dropdown menu.
After selecting a condition, additional filters can be specified on the right. The available filter types will adjust based on the chosen condition.
In the example below, the condition is set as: If the PO buyer is David Cooke, then perform an action.
This condition specifies: If the PO total cost exceeds $5,000, then perform an action.
Use + OR and + AND to add additional conditions that work together.
OR indicates that the action will be performed if at least one of the conditions is true. AND indicates that the action will be performed only if all specified conditions are true.
In this example, the action is executed only if the PO cost exceeds $5,000 and the vendor is Parts R Us. If either the vendor is different or the amount is less than $5,000, the action will not occur.
Click the red X on the right-hand side to remove the condition from the workflow.
Setup Workflow Actions
Actions are executed when all workflow conditions are met. A variety of actions can be selected.
Click the blue + ACTION button to add multiple actions within the same workflow.
In the example above, when all conditions are met, the PO record status will be updated, and an email will be sent to the designated recipient. Once all conditions and actions are configured, click Save at the bottom to store the workflow in the system.
Edit Existing Workflow
To edit an existing workflow, click the gear icon in the top-right corner and select Workflows.
A list of existing workflows will appear. Select the name of the workflow to be edited.
The Edit screen will open.
Make the desired changes and click Save at the bottom when finished. To remove a workflow that is no longer needed or was added by mistake, click Delete at the bottom to permanently remove it from the system.