SalesPad Cloud's Workflowfunctionality allows you to create a customized series of steps (batches) for different Sales Document Types to move through as you conduct your business. This allows different types of orders to be processed differently, and it makes it easy for you to manage documents, keep track of a document’s status, and take action based on the document's current location in the Workflow. SalesPad Cloud provides you with several simple default Workflows for each module for you to either use as-is or to modify to suit your purposes.
To get started, select Workflow from the Settings menu.
Batches are steps within Workflows. They are what propel your sales document through the Workflow.
To create a batch, first click the New Batch button on the right-hand side of the Edit Workflows window.
Next, assign the name and forward label of your new batch in the Batches tab of the Edit Workflow window, then click Save New Batch in the upper right-hand corner. Sequence is assigned automatically, but can be edited.
The forward label will come into play when you are moving your document through your finished Workflow. The forward label becomes text for a button that moves your document into the next batch.
Once you've saved your new batch, the screen will refresh and provide you with a Forwarding Batches information field. Leave this blank for now until you've created your next batch.
Notice the Inactive and Auto Forward checkboxes to the right of the Forwarding Batches field. Check either of those at any point during your SalesPad Cloud Workflow experience to make a batch inactive or to enable auto-forwarding.
Create another batch by clicking the New Batch button in the upper right-hand corner.
Once you've created multiple batches, you can assign a forwarding batch(es) by clicking the dropdown in the Forwarding Batch field and selecting the appropriate batch.
Batch names and forward labels will vary depending on what kind of Workflow you are creating and your company's approval process.
Email - Emails a report based on current sales document information
Post - Posts the transaction to QBO
Transfer - Transfers the sales document to another Sales Document Type
Change_Workflow_Batch - Sends the sales document to another workflow batch
Split_Document - Splits the current sales document into new sales documents
Slack - Sends an instant message using the Slack integration
Depending on which action type you select, the other information fields in the Edit Rule Action drawer will vary. For a brief description of each of the information fields that can appear in the Edit Rule Action drawer, click here:
Workflow Action Type - Allows you change the Workflow Action Type
Action Finish - Allows you to select Continue (will evaluate next rule & condition and perform that action even if first rule condition is true), Stop (will not evaluate the next rule or condition if first condition is true), or Skip
From Email - Only appears when Workflow Action Type is Email; indicates which email account to send the email from
To Email - Only appears when Workflow Action Type is Email; indicates which email account to send the email to
Send To - Only appears when Workflow Action Type is Email; allows you select who you are emailing a report to
Report to Send - Only appears when Workflow Action Type is Email; indicates which Report to send once the rule action is complete
Post Date - Only appears when Workflow Action Type is Post; indicates the post date once the rule action is complete
Sales Document Type - Only appears when Workflow Action Type is Transfer; indicates what Sales Document Type the current sales document will convert to once the rule action is complete
Destination - Only appears when Workflow Action Type is Change_Workflow_Batch; indicates the batch the sales document will proceed to once the rule action is complete
Split Options - Only appears when Workflow Action Type is Split Document; allows you to select your split criteria
When you've finished filling out the information fields in the Edit Rule Action drawer, click Save.
Enter a brief description of your action in the Description field.
To add another action, click the + button next to the Actions header.
When you are finished adding conditions and actions to your rule, click the Save Rule Changes button in the upper right-hand corner of the screen.
To add additional rules, click the +New Rule button in the Existing Rules area.
Note: Rules are inactive by default. Once you're finished setting up your rule(s), make sure you uncheck the Inactive box, otherwise your rule will not be in effect.
If at any point you wish to disable a condition or action, simply uncheck the Enabled box next to the condition or action.
To quickly view the batches in your Workflow and how much money is currently present in each batch, simply click the down arrow next to the module in which your Workflow appears and click on the Workflow you wish to view.
Workflow action buttons appear in the upper right-hand corner of a sales document. This is where you will see the forward label button you created when you set up your batch.