Workflows

Workflow Overview

The Workflows module is a game-changer within your organization allowing you to automate complex business processes without the need for extensive coding expertise.

What is this module for?

The main principle of the Workflows module is simple – if something happens and predefined conditions are met, the system automatically executes predefined actions.

How it works?

You can configure as many Workflows as you want. This flexibility allows users to automate various tasks and processes within their organization, enhancing efficiency and productivity.

The system automatically logs every action executed within a workflow.

1. You (or your Admin) can configure workflows by defining triggers, conditions, and actions.
2. The configured action is automatically executed when a triggering event occurs and conditions are met.

Workflow Elements

Trigger

In the Workflows module, triggers initiate actions based on specific events within the system. Triggers include:

• After Update: Executes actions after a record has been updated.

• After Create: Initiates actions after a new record has been created.

• Before Create: Triggers actions before a new record is created.

The first two types can be used to save time and automate repetitive tasks.

Workflows based on "Before Create" events can be used for additional automatic data validations, quality checks, etc. In case of failed validation, you can configure, which error should be shown to the user. 

Conditions

The configured workflow actions are executed after certain triggering event only when the Conditions are met. There are 2 approaches to define conditions:

Basic Conditions: These are simple conditions that users can configure using buttons and predefined options. They follow common logic with AND, OR, and NOT operators, making them easy to set up for users with limited technical knowledge.

Script Conditions: More advanced users can use scripts that enable describing any business logic, for greater flexibility and customization. Users can write scripts using Twig syntax to define complex conditions based on various parameters.

Actions

Actions in the Workflows module determine what happens when a trigger event occurs and conditions are met. Several action types can be automated, including:

• Import Feeds: Launches selected import feeds with set payloads, facilitating the automatic import of data into the system.

• Export Feeds: Executes selected export feeds with set payloads, enabling the automatic export of data from the system to external sources.

• Connector Execution: Allows the execution of selected connectors, which facilitate integration with other systems or services.

• Update of Certain Fields in multiple records: Automatically updates specified fields in records filtered by predefined criteria, ensuring data accuracy and consistency.

We are working on adding even more actions, which can be automated.

"Configurable" Buttons

With the help of this module, you can configure your own buttons to take pre-defined action on current or multiple selected records. When clicked, the buttons trigger the associated action, automating tasks and streamlining processes. You can also customize triggers, ensuring actions occur under specific conditions. Every interaction initiated through configurable buttons is logged within the system, providing transparency and accountability. 

Integration with ChatGPT

With the Workflows module, all ChatGPT functionalities become available, greatly enhancing automation capabilities. Users can configure prompts specifying the types of questions and tasks for ChatGPT, which then provides responses and automates updates in the database. This allows for:

• Auto-generating meta titles and descriptions which improves SEO without manual input.
• Creating product descriptions from structured data (e.g. tables with product details that now can easily be converted into detailed informative product descriptions within seconds).

This integration expands automation possibilities and optimizes business processes, making complex tasks more efficient and less reliant on manual input.

Advantages

The Workflows module empowers users to automate any kind of business process using a visual interface, eliminating the need for manual coding. With trigger-based actions and condition-based logic, users can handle a wide range of complex business requirements without relying on developers. This module caters to users who need to automate processes within their organization but may not possess coding skills, improving productivity and reducing dependency on developers for routine automation tasks.

• Automation: automate repetitive tasks.
• Reduced manual data entry: automate data entry between related tasks to minimize errors and save time.
• Standardized processes: ensure tasks are completed in a specific order and according to defined rules, leading to consistent and error-free execution.
• Real-time tracking: users can track the progress of work, identify bottlenecks, and ensure tasks are completed on time.
• Improved communication: automated notifications keep everyone informed about the status of tasks and approvals.
• Faster response times: automate tasks like sending follow-up emails or generating PDF documents leading to quicker customer service.
• Increased compliance: ensure adherence to regulations and internal policies.
• Improved scalability: businesses can easily add new workflows or modify existing ones to adapt to changing needs.

Documentation

Read the technical documentation to learn more about the module.

Demo

Please contact us, and we will send you the access data for the demo version.