Example workflow automations
You can create workflow automations to make your Cin7 Core experience even easier. To help you get started, here are some example workflows you can create to get the most out of the Automation module.
Prerequisites
- Upgrade subscription to enable Automation module (required)
Set up mailing lists (required)
User will need full access to Automation and Automation - Workflow permissions.
Example sale workflow
This workflow automatically takes any sale from quote estimating to sale closing. If no conditions are applied to a workflow, the workflow will apply to all sales.
From the menu, click Settings → Automation → Workflow.
On the workflow list page, click Add new workflow.
Select Type: Sale and enter a name for the workflow. Set workflow to Active. Save the workflow to continue.
As we want this workflow to apply to all sales, no conditions are configured.
Next, add the event that will trigger the workflow. In our case, this will be a quote authorization.
Select Sale quote is authorized from the list of events. We want to send the quote to the customer for approval. If a rejection is received, the quote will be voided. If the quote is approved, the sale order is authorized. These actions can be edited in the sidebar.
Selecting the Confirm action automatically adds the Sale quote approval is received event to the workflow, and we can add the action Authorize order.
Next, we want the sale order authorization to trigger the creation and authorization of the sale invoice and pick. Click Add event and select Sale order is authorized from the list of events.
At this stage, the sales rep should be notified.
Our next event should be Sale invoice is authorized, which will be triggered by the previous event. We need to send a copy of the invoice to the customer and to the accounting department.
We also add a Wait action which waits 1 week before checking if the invoice has been paid.
Payment action that checks if the payment has been made in full, and sends a reminder to the customer if the balance has not yet been paid.
Our next event, Sale pick is authorized, will be automatically triggered by the sale order authorized event. In our warehouse, pick and pack happen together, so this event should automatically trigger sale pack authorization. The warehouse staff are notified and sent the pick list.
Our last event will be Sale shipment is authorized. Upon authorization, we want to mark the sale as closed and send the customer an email notification that the package has been dispatched.
One week later, we send a follow up email to the customer to check in.
Example purchase workflow
This workflow automates the notifications for purchases above a certain value. We want to make sure purchase orders above a certain value are approved by the procurement department before ordering. If no conditions are applied to a workflow, the workflow will apply to all purchases.
From the menu, click Settings → Automation → Workflow.
On the workflow list page, click Add new workflow.
Select Type: Purchase and enter a name for the workflow. Set workflow to Active. Save the workflow to continue.
We want the workflow to apply to orders over $3000. Click + Workflow condition to add conditions in the sidebar.
We set our parameter to purchase order total > $3000, and click Done to continue.
Next, add the event that will trigger the workflow. In our case, this will be a purchase order authorization.
Click Add event, then select purchase order is authorized from the list of events. We want to send the PO to the procurement department for approval. If no response is received, the workflow takes action Skip and goes directly to the next event. If the PO is rejected, the department user will be notified of the rejected PO.
Selecting the Confirm action automatically adds the Purchase order is approved event to the workflow. If the PO is approved, we add a Notify action sending an email with attached PO to the supplier.
Next, we add the event Purchase invoice is authorized. When we receive the supplier's invoice and authorize it in Cin7 Core, the workflow sends a notification to the finance department.
Sample lead workflow
In this workflow, we want to make sure a senior sales representative receives a notification if potential leads of above a certain amount are at risk of being lost. If no conditions are applied to a workflow, the workflow will apply to all leads.
From the menu, click Settings → Automation → Workflow.
On the workflow list page, click Add new workflow.
Select Type: Leads and enter a name for the workflow. Set workflow to Active. Save the workflow to continue.
We want the workflow to apply to leads over $5000. Click + Workflow condition to add new conditions in the sidebar.
We set our parameter to Lead total >= $5000, and click OK to continue. We Add another condition, and set Lead chance of close <= 50. The Join condition in this case is And. Click Done to continue.
Save the workflow to enable adding events. Next, add the event that will trigger the workflow. In our case, this will be the creation of a new lead.
Select Create new lead from the list of events. We want to Notify the customer success team via email that a lead is at risk of being lost. You will need to configure the email notification and save to continue.
Next, we add another event to Create task. This creates a lead troubleshooting task for the selected user.
Example opportunity workflow
This workflow automates converting opportunities with status Won to sales quotes. When an opportunity is converted, the workflow will notify the customer success team. If no conditions are applied to a workflow, the workflow will apply to all opportunities.
From the menu, click Settings → Automation → Workflow.
On the workflow list page, click Add new workflow.
Select Type: Opportunity and enter a name for the workflow. Set workflow to Active. Save the workflow to continue.
We want the workflow to apply to all opportunities. To do this, apply no conditions to the workflow.
Save the workflow to enable adding events. Next, add the event that will trigger the workflow. In our case, this will be the creation of a new lead.
Select Status changed to "won" from the list of events and add the action Convert to sale quote.
Next, we add another action to Notify the customer success team via email about the conversion. Configure the email notification and save to complete the workflow.