How to setup a Workflow?

How to setup a Workflow?

Workflow Automation is a series of automated actions to be performed in a business process. When a set of conditions are true, automatically the set-action will be triggered. 

In Zuper, the Workflow is a system that allows a monotonous set of actions/processes to take place automatically, based on set conditions.

Please follow the steps given below to create a Workflow in Zuper.

  • Log in to Zuper with an admin account.
  • Scroll down the menu bar on the left and select the "Settings" icon.
  • Under the "Other settings" category, select "Workflows".

  • On the Workflow, page click on "New Workflow" button.

 Enter an appropriate Workflow Name and Workflow Description.
  • Under "Workflow Applicable to", there are 4 options.
    -> Only Me -The workflow will be applied only for the user who created the workflow.
    -> All Users - The workflow will be applied to all the users, 
    -> Teams - The workflow will be applied to a team(s) and enter the team names. 
    -> Selected Users - The workflow will be applied to the selected users and then enter the name of the different users.
  • Under "When", select the "Module" and event from the dropdowns from which the workflow will be initiated.
  • Under "If following conditions are met,", click on "Add Condition".
    -> Select Field - Select the name of a field from the drop-down.
    -> Select type - The condition.
    -> Enter the value.
    (Job Category >> Equals To >> Mobile server)
    Note: The Fields in the first list are based on the event selected from the when section.
  • Under "Then do these actions,", click on "Add Action".
    -> Module - Select the module on which the actions is to be performed.

    -> Action Type - Select the type of action to be performed on the selected module.
    -> Type of Operation - Select and the type of operation providing more details on the action.
  • Click "Save Workflow".


  • The workflow setup is divided into 3 simple steps. 
    -> WHEN
    -> IF following conditions are met
    -> THEN do these Actions

WHEN

WHEN is the base condition for the workflow that determines which event, if selected, should trigger the workflow. 
In order to set up the workflow, select the appropriate module and the corresponding event. 
The following Modules available from Zuper.

1. Jobs

2. Customers

3. Products

4. Teams

5. Users

6. Broadcasts

7. Timesheets

8. Skillsets

9. Invoice

10. Estimate

WHEN a condition is met, the workflow should be triggered. Hence, the event for the module should be chosen. 
Events act like triggers for certain actions that act across the different modules on fields such as Status Updates, New Customer, Updation of Jobs, etc. 

IF THE FOLLOWING CONDITIONS ARE MET,
Here, we need to set the condition for the workflow. If the condition(s) are satisfied, the workflow will be executed. 

1. The first one is the Field that the condition will be validated against, that is, it can be a Job Title, a Customer’s Zip Code or even a custom field.

2. Once you select the base field, the next one will be the conditional field “Type”. Under this, we have, for text-based values - Equal To, Not Equal To, Contains, Not Contains. For Number based values - Greater Than, Less Than, Greater Than or Equal To, Less Than or Equal To. 

3. We will add a value that needs to be checked against the base field value (point number 1). It should be related to the field we select. For eg, if the field selected is Job Category, then the value we enter should be a Job Category name. 
-> Select Equal To, when the base value exactly matches the value that is entered in the third field. 
-> Select Not Equal To, when the base value doesn't match the value that is entered in the third field. 
-> Select Contains, if the value that is entered in the third field is a part of the base field type that is selected. 
-> Select Not Contains To, when the value entered isn't a part of the base value that is selected. 

4.  We can add multiple conditions to be checked with/against. To do so, after adding the first condition, click on "+ New Add Condition” (which is available below the fields) and select AND or OR depending upon the condition. Upon selecting AND, the system will check both the conditions. If both conditions are satisfied, then the workflow will be triggered. If OR is selected, then the system will check both the conditions. If either of them are true, then the action will be triggered. 
5.  Repeat the steps 1 - 3.

THEN DO THESE ACTIONS,
This is the post-action for the workflow. That is, when the workflow is triggered, the action setup will be taking place. 

1. Module : Select the appropriate module in which the action should be taking place.

2. Action Type : Select the action type as Create, Update or Delete.

3. Type Of Operation : Select the type of update that should take place. For eg, Updation of Job Assignment or Updation of Status. 

4. Under workflow applicability, whatever we select should be reflected in this field. Click on the field and select the value. For eg, if the workflow applicability is Teams, then click on the field and select “Choose Team”.

5. In the next field, select the appropriate value(team/user etc).

6. If required, we can add multiple actions that need to be performed. To do so, click on “+ Add Action” and repeat steps 1 - 5. 

7. In the final field, select the User. 

 

Sample Scenario
To understand the setup better, check for the example workflow given below.

Workflow Scenario : 
Whenever a new job is created in the system, IF the Customer Zip Code is “70116” and the customer belongs to “Michigan” state, then the Job should be automatically assigned to the user “Floyd Lawton”. 

Workflow setup :
Let us look at the scenario step-by-step.

WHEN a new job is created,

IF the zip code of the customer is “70116” and belongs to “Michigan” state,

THEN assign the job to the user “Floyd Lawton”.

Steps to setup the sample workflow :

1. Click on the “+ New Workflow”.

2. Enter an appropriate workflow Name, Description.

3. Under Workflow Applicable To, click on Selected Users and enter the name “Floyd Lawton” and select the user from the dropdown. 

4. Under WHEN, select the module as JOBS, select the event as NEW JOB.

5. Under IF condition, select the base field as CUSTOMER ADDRESS - ZIP CODE, select the condition type as "EQUAL TO", and then enter the value “70166” in the third field.

6. To add the other condition, click on “+ Add Condition”.

7. Select AND under the condition type.

8. In the base field, select CUSTOMER ADDRESS - STATE.

9. Set the condition to Equals To and then enter the value “MICHIGAN” in the third field.

10. Under "DO THESE ACTIONS", select the module as Jobs.

11. Select the Action Type as UPDATE.

12. Under Type of Operation, select Update Job Assignment - Assign.

13. In the next step, select Choose Team, then click on the relevant team name (Idaho Falls, Idaho in this scenario).

14. The final step is to click on the user FLOYD and then click on “Save Workflow”.

Asset Specific Workflow:

Navigation:  Settings --> Other Settings --> Workflows --> + New Workflow
1. Select the “Settings” module from the left panel, and under the “Other Settings” option, choose Workflows.



2.  Select “+ New Workflow” to set the new job workflow for the asset.


Asset Installation Notification Scenario

Send the notification for "Asset Installed" status. 

Asset module in a workflow is enhanced to add a new capability to send notifications based on conditions. 

a. Enter Workflow Name – Provide the name of the workflow.

b. Enter Workflow Description – Add the description for the workflow.

c. Workflow Applicable To – Enter the Employees for whom workflow is applicable.

d. Allow Updates Through Workflow to Trigger a Workflow – Set the option as “No.”

e. When – Select the “Asset” fields to the condition.

f. If the Following Conditions are met Select the “Asset” fields to set the if condition. In this case, choose the “Asset Status” as “Installed.

g. Then do these actions – Select the “Send Notifications” as the type of operation. The final job action is based on the asset conditions set.


Click the "Save Workflow" button. 

                           
4. The new workflow is set successfully.


Workflow update for the schedule helps if the businesses want to automate the status after completing the job.



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