Workflows are used to customise how and when some feature of the system work.

A workflow consists of one or more tasks that are:

• completed by a user (manual task)
• completed automatically by a system robot

Each workflow has the following groups of settings:

• Which component the workflow will act on (Quote, Consignment, etc)
• Triggering Event
• Triggering Conditions
  

Triggering Conditions

The conditions which have to be met to automatically trigger a workflow start with the Triggering Event. This is the event which, when seen in the system, start the workflow.

You are able to configure conditions which must all be satisfied in order for the workflow to be triggered.

You can select multiple of the following, the consignment would only need to match one of the selected items in the list to trigger the workflow:

• Transport Mode
• Route
• Load Type
• Origin Country
• Destination Country
• Inco Terms
• Rates
• Service
  

Tasks

A workflow consists of one or more tasks to be performed when the workflow is triggered.

The following types of task can be added to a workflow:

Task Type	Use	Notes
Manual Task	Used to create a task that a user must manually complete
Assign Sales Owner	Used to assign a user or department as the sales owner on a quote or consignment	No deadline for this is task type is available. This task is executed imediatley when the workflow is triggered. The Assigned To field in the task configuration is used to set the sales owner of the quote/consignment.
Assign Transport Owner	Used to assign a user or department as the transport owner on a consignment	No deadline for this is task type is available. This task is executed imediatley when the workflow is triggered. The Assigned To field in the task configuration is used to set the transport owner of the consignment.
Generate Document	Generate the selected document and attach it to the quote or consignment	You are selecting a specific document template and not a documen type.

Deadline

The tasks that are created by workflows have deadlines that are linked to a data attribute on the consignment.

You can select the date that a task deadline is linked to by selecting the date from the Based On drop down list.

You can adjust the deadline relative to the selected date using the Adjustment Days and Adjustment Hours fields. If a positive number is entered time will be added and if a negative number is entered time will be subtracted from the date.

If the date on which the deadline for a task is based gets updated, tasks linked to the date on the consignment that has been updated will automatically have their deadlines updated unless the task has already been completed.

If the date which a task deadline is dependent on is not set, the deadline date will not be set. The deadline for the workflow is shown as dependent on X date which is not set.

If a deadline that has not previously been set is updated and is in the past, tasks due to be completed automatically will be performed the next time they are due to run.

Assigned To

A department or specific user can be selected as the assignee for the tasks created by a workflow.

You can also specify the sales owner. This will assign automatically created manual tasks to the sales owner selected on the consignment. The transport owner of a consignment can also be used by selecting the Transport Owner option in the signed to dropdown in the settings.

If the sale or transport owner is selected and these are changed on the consignment, the linked tasks will be automatically updated if the task is not already completed.

Managing Workflows and Tasks

All of the management functions for a workflow are located under the  menu next to each of the workflows.

To view the tasks that a workflow will trigger click on the   next to the workflow.

To add a new task to a workflow:

1. Click the  button next to the workflow
2. Select the  option.
3. Fill out the workflow task properties dialog box (shown below)
4. Click the  button

You can manage each of the tasks that make up a workflow using the  next to the task you wish to manage