Workflow automation overview

Unlock even more from your Cin7 Core with workflow automation. You can create custom workflows with parameters, conditions, and triggers. For example, you can decide to automatically send your customers sales quotes, approve your purchase orders for specific products, or make sure a field always gets updated. There are lots of ways to make Cin7 Core work even better for you!

You can also use task to send notifications or set up a workflow with no automation.

Workflows in Cin7 Core are set up in Settings → Automation → Workflow.

Prerequisites

• Upgrade subscription to enable Automation module (required)

• Set up mailing lists (required)

• User will need full access to Automation and Automation - Workflow permission.

Types of workflow automations

There are a lot of different workflow automations that you can create with Cin7 Core. Primarily, you can create a workflow for Sales, Purchases, Leads, and Opportunities.

With workflow automations you can:

• Send an email to customers when an order is authorized to ship.

• Send confirmation requests in an email when purchase order is authorized.

• Add a payment to an authorized sale invoice.

• Create an assembly when payment is received for a sale order.

• Backorder items when a sale order is authorized.

• Create a task when a sale order is authorized for pack.

• And many more!

These are just a few outcomes you can achieve with workflow automations. There are a range of event actions you can use beyond the above list.

You can also step through some examples of different workflow automations to see them in action.

Create a workflow automation

There are a few steps to creating a workflow automation in Cin7 Core. You must create the workflow name, then set up conditions, add a workflow event, and finally, activate your workflow.

1. Select Settings → Automation → Workflow.

2. In the Workflow list, select + to add a new workflow.

3. In Workflow title, enter a name for your workflow. Then select the Module you want to use for this workflow.

4. Click Save to continue. You can now add conditions and events for your workflow.

Set up workflow conditions

You can decide what Cin7 Core records will use your workflow. If you don't add any conditions, this workflow will affect all records. Parameters and conditions must be met before an event and a subsequent action are triggered.

1. Click + Workflow condition to add a condition.

2. You can add a parameter, condition, and specific value. This will limit your automation to items that match your criteria. Every module has different available parameters and conditions. For example, if you wanted to target all sales orders shipped within Australia.

• Parameter
  This is the Cin7 Core field or attributes you want to use in your condition.

• Condition
  This is the operator you use in your condition (e.g. contains, empty, not empty).

• Specific value
  This is what you want (or don't want) in your condition.
  

3. You can add multiple conditions by selecting + Condition. Choose how you want to join these conditions:

   • And
     Must match both conditions 

   • Or
     Can match either condition

4. Click Done when you have set up your conditions.

Add a workflow event

You can decide what will trigger your workflow. For example, you want to run your workflow when a new sale order gets created, or when your receive a payment.

1. Under 1. Workflow, select the event you want to trigger your workflow.
   
   

2. Depending on the module you selected, you will see different event options.

3. On the Workflow page, click +Event.

4. From the list, select an event to be processed by the workflow.

5. Select an action to be triggered by the event. To add another action to the event, click +Action. You can add multiple actions to an event. In addition, some event actions may require additional configuration. Not all actions are available for all events.

6. Next to the action text, it is possible to optionally Configure a condition. If this is left blank, the action will apply in all cases of the triggering event.

7. Click Save. To add another event and another set of event actions, repeat Steps 1-4. You can add as many events and event actions to the workflow as you want.

Activate workflow

Now that you have set up all of your workflows, you need to make it active.

1. Toggle the Workflow button to Active.

2. Click Save.

You have now set up a workflow automation with conditions and events. You can edit your existing workflow at any time by selecting it in the list.

Conditions in more detail

When you set up your workflow, you can limit your automation to specific items with Conditions. You can create the criteria with parameters, conditions, and specific values. Parameters are your fields or attributes in Cin7 Core. Different modules will have different parameters available.

Conditions (operators)

Depending on your parameter, you can then choose an operator or Condition for that field/attribute.

Delete or deactivate a workflow

To deactivate a workflow, switch the toggle button to Inactive on the Workflow page.

You can delete an existing workflow if you do not need it anymore.

1. From the menu, click Settings → Automation → Workflow.

2. On the Workflow List page, click the X icon.

3. On the confirmation message, click Yes, delete it!.

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