Workflow automation events
You can use workflow automation to automate a wide range of actions for your Cin7 Core. Events and event actions let you control what your automation does in Cin7 Core. You could choose to automatically send emails to different team members (or customers), authorize, create, set tasks, and more!
Create your workflows and experiment with different workflow automations. There are also a few examples of workflow automation that you can copy. You can also create additional conditions to decide exactly what records will be impacted by your automation.
Prerequisites
Upgrade subscription to enable Automation module (required)
Set up mailing lists (required)
User will need full access to Automation and Automation - Workflow permissions.
Notify
The Notify action sends a notification to selected recipients without requiring a response. Notifications can be sent via email to a single recipient, to a mailing list, or via internal notification (to users of your Cin7 Core organization, e.g, a sales representative). Mailing lists must already exist before they can be selected for notifications.
You will be given the option to edit the email template or internal notification text in the side bar Configure notification or Edit configured notification. Click Supported placeholders to enter placeholder fields into the template. For emails, you can add images directly into the body of the email by using the image icon and entering an image address.
If you have selected a document for the email, you must toggle Add document as attachment on the email template editing pop-up or include a download link in the email. A PDF version of the document will be attached and sent to all recipients, or available to download from the download link.
When you are creating your workflow, you can select the Notify action for all workflow events.
Confirm
The Confirm action is available for events that require a confirmation to continue, such as confirming a sale quote before a sale order can be authorized, or a supplier confirming a purchase order, or awaiting approval of an opportunity.
The confirm action is accepted or rejected explicitly from the email generated by this action. Accepting or rejecting approval in the purchase or sale order itself will not complete the confirm action.
Confirmation requests can be sent via email to a single recipient, to a mailing list, or via internal notification (to users of your organization, e.g, Sales representative). Mailing lists must already exist before they can be selected for notifications. The confirm action can choose to wait for all users in a mailing list to confirm to complete the action, or for just one user to confirm to complete the action.
Confirm actions automatically add a response action to the workflow - for example, when a Confirm action is added to a sale quote is authorized event, a sale quote is received event is automatically added.
Configure the waiting period and select the retry count for sending reminders. If there is no response, select whether the system Skips (does nothing), Undo or Void the document.
In case of rejection, the system can be set to Undo or Void the document, or perform the Notify action.
You will be given the option to edit the email template or internal notification text. Click Supported placeholders to enter placeholder fields into the template. For emails, you can add images directly into the body of the email by using the image icon and entering an image address.
If you have selected a document for the email, you must toggle Add document as attachment on the email template editing pop-up. A PDF version of the document will be attached and sent to all recipients.
When you are creating your workflow, you can select the Confirm action for these events:
| Sale | Purchase | Opportunity |
|---|---|---|
| Sale quote is authorized | Purchase order is authorized | Status changed to "waiting for approval" |
| Sale quote approval is received |
Wait
The Wait action lets a selected period of time elapse before moving on to the next action, for example, checking that a payment or refund has been made.
When you are creating your workflow, you can select the Confirm action for these events:
| Sale | Purchase | Opportunity |
|---|---|---|
| Sale order is created | Purchase order is created | Status changed to "in progress" |
| Sale quote is authorized | Purchase order is authorized | Status changed to "waiting for approval" |
| Sale order is authorized | Purchase invoice authorized | Status changed to "won" |
| Sale invoice is authorized | Purchase credit note is authorized | Status changed to "lost" |
| Sale payment is received | Purchase payment is made | |
| Sale pick is created | ||
| Sale pick is authorized | ||
| Sale pack is authorized | ||
| Sale ship is authorized | ||
| Sale fulfillment is created | ||
| Sale credit note is authorized |
Log payment
The Log payment action allows payment to be added to the sale or purchase invoice. You will need to select an account, the date paid will be the date the action is completed and the amount will be the invoice total.
When you are creating your workflow, you can select the Log payment action for the Sale invoice is authorized and Purchase invoice authorized events.
Log refund
The log refund action allows refunds to be added to the purchase credit note. You will need to select an account, the date refunded will be the date the action is completed and the amount will be the invoice total.
When you are creating your workflow, you can select the Log refund action for the Purchase credit note is authorized event.
Create and authorize
Some event actions allow creation or creation and authorization of other operations.
For example, available actions for the event Sale order is authorized are Create and authorize invoice and Create and authorize pick. Authorization of a sale order will automatically trigger creation and authorization of invoice and pick for the order, which can in turn trigger other actions.
For some sale events, you will have the option to create and authorize tasks that provide products for the sale:
Create and authorize purchase order: An authorized purchase order will be created for the sale order quantity regardless of stock available, to the sale location. Supplier can be selected here. To take stock levels into account, use Create purchase order for out of stock items action instead.
Create and authorize assembly: An authorized assembly order will be created for any products with an assembly BOM. The assembly order quantity is the sale order quantity regardless of stock available. The assembly order will use default values for WIP account.
Create and authorize transfer: A transfer order with status ordered will be created for the sale order quantity, to the sale location. From location can be selected here.
No other configuration is required.
When you are creating your workflow, you can use a create/authorize actions for these events:
| Event | Actions |
|---|---|
| Sale order is created | Authorize order |
| Sale quote is authorized | Authorize order |
| Sale order is authorized | Create invoice, Create and authorize invoice, Create and authorize pick, Create and authorize assembly, Create and authorize transfer, and Create purchase order. |
| Sale invoice is authorized | Create and authorize pick, Create and authorize purchase order, Create and authorize assembly, and Create and authorize transfer. |
| Sale quote approval is received | Authorize order |
| Sale payment is received | Create and authorize assembly, Create and authorize transfer, and Create and authorize purchase order. |
| Sale pick is created | Create invoice and Create and authorize invoice. |
| Sale pick is authorized | Create invoice, Create and authorize invoice, and Create and authorize pack. |
| Sale pack is authorized | Create invoice, Create and authorize invoice, and Create and authorize shipment. |
| Sale ship is authorized | Create invoice and Create and authorize invoice. |
| Sale fulfillment is created | Create invoice and Create and authorize invoice. |
| Purchase stock receive is authorized | Create put away and Create and authorize put away. |
| (Opportunity) Status changed to "waiting for approval" | Approve opportunity |
Reorder backordered
This option allows the creation of backorder purchase orders. There are two options for selecting a supplier:
Single purchase: Core will try and create one purchase or all products in the order. If no common supplier is found, the action will be skipped and generate a warning message.
Multiple purchases: Group products by latest supplier and create several purchases.
This setting works best with filtering by either customer or location.
When you are creating your workflow, you can select the Reorder backordered action for the Sale order is authorized event.
Assign picker
Assign picker assigns a specific picker to picking the sale, which can be selected here.
When you are creating your workflow, you can select the Assign picker action for the Sale pick is created and Sale pick is authorized events.
Mark sale as closed
The Mark sale as closed action closes the sale, no further configuration is required.
When you are creating your workflow, you can select the Mark sale as closed action for the Sale ship is authorized event.
Create task
The Create task action creates a task for one of your organization's users once an event has been triggered. You can configure the task details in the sidebar – you can select which user to assign the task to, the time period and add a description. The user will receive an email notification about the task.
When you are creating your workflow, you can select the Create task action for all workflow events, except for Sale is refunded and Purchase refund is done.
Start task workflow
Task workflows can assign tasks or steps that may be required to successfully complete an operation to different roles in your organization. Roles could be sales reps, accounting department, warehouse staff, marketing, and management. This action allows you a workflow event to trigger a previously created task workflow.
When you are creating your workflow, you can select the Create task action for all workflow events, except for Purchase refund is done.
Set sale/purchase property
Set sale property action allows a user to set values for sale order fields. Set purchase property action allows a user to set values for purchase order fields.
Multiple properties can be set at once using the sidebar configuration.
When you are creating your workflow, you can use the Set sale property or Set purchase property actions for these events:
| Sale | Purchase |
|---|---|
| Sale order is created | Purchase order is created |
| Sale order is authorized | Purchase order is authorized |
| Sale invoice is authorized | Purchase invoice authorized |
| Sale payment is received | Purchase stock receive is done |
| Sale pick is created | Purchase stock receive is authorized |
| Sale pick is authorized | Purchase credit note is authorized |
| Sale pack is authorized | Purchase refund is done |
| Sale ship is authorized | Purchase payment is made |
| Sale is refunded |
Convert to advanced
Convert to advanced allows the converting of a simple purchase into an advanced purchase, or a simple sale into an advanced sale. This action is only applicable to simple purchases or sales. For drop shop purchase, blind receipts, or advanced purchase orders the action is skipped.
When you are creating your workflow, you can select the Assign picker action for the Purchase order is created and Purchase order is authorized events.
Convert to sale quote
This action converts a sale opportunity into a sale quote.
When you are creating your workflow, you can select the Convert to sale quote action for the Status changed to "won" event.
Convert to customer
This action converts a Lead into a customer.
When you are creating your workflow, you can select the Convert to customer action for the Lead status changes event.