Automation

Automation allows you to create a set of rules for modules of Zoho Inventory based on which appropriate actions would be performed. A good example would be the case where a congratulatory e-mail is sent automatically to the team members when a Sales Order is made for over 1000 USD.

In the next few steps, you will be learning about:

To get started with workflows, navigate to Settings > Automation.

Workflow Scenarios


Setting up a new email alert

A workflow rule consists of actions that comprises of Email Alerts, Field Updates and Webhooks that play an essential role in executing a task. To set up an email alert in Zoho Inventory, navigate to Settings > Automation and click on + New Workflow. After this, make sure you’ve selected the Email Alert tab.

Accessing the Workflow page

Name your workflow

workflow name

Field Description
Workflow Rule Name Give a unique name for the workflow rule.
Module Select the module for which you wish to create a workflow.
Description Give a small description for your workflow rule.

Choose when to trigger the email

when trigger workflow

You can choose when to trigger the workflow based on the parameters you select in the following fields.

Workflow Type

There are two types of workflows:

workflow type

Event Based: If the workflow is Event Based, then the workflow is triggered when a module is:

When a module is Edited or Created or Edited, additional fields appear.

when to trigger

Field Description
Execute the workflow when There are 3 options to choose from
-When any field is updated.
-When any selected field is updated.
-When all selected field are updated.
If you select When any selected field is updated or When all selected fields are updated in the drop down, an additional box will appear where you can select any 3 fields of the module.
Just Once or Everytime? Just Once- The workflow would be executed when the criteria is met for the first time.
Everytime- The workflow would be executed everytime the criteria is met.

Date Based:
If the workflow is Date Based, additional fields appear.

when trigger date based

Field Description
Date of Execution Select the workflow to be triggered on any number of days before or after Order Date, Shipment Date or Created Time from the drop down.
date based execution
Execution Time You may choose the exact time of execution by selecting the corresponding hh or mm .
Execution Cycle You may choose the frequency of triggering a workflow by choosing Once, Monthly or Yearly from the drop down.
execution cycle

Advanced Filters

Clicking on Apply advanced filters allows you to set one or more conditions based on which the action will be executed.

Filter The Trigger

Field Description
Condition The filter will be triggered based on the criteria you set. You can also add multiple criteria by clicking on + Add Criteria based on which the workflow rule will be executed.
Trigger Condition
The condition for the next criteria may be AND or OR depending on whether you wish to include both or either one of the criteria. Also, you can change the criteria pattern as you want by selecting Change Criteria.
Field Attributes The field is used to select an attribute from the list that broadly covers the terms that are related to the module.
Module List
Rules Select the rules based on which the system should filter the trigger. If the field has alphanumeric values, the rules are,
Text Rules
If the field has only numerical values, then the rules are,
Numeric Rules
Value Field Enter the value of the attribute for which the filter must be applied.

Editing Criteria Pattern:

You can edit the criteria pattern to suit your requirements by selecting Change Criteria. The editor allows you to define a pattern of your choice using simple AND/OR logic. For example, if you wish to trigger the workflow rule When Sales Order date is 20th July 2016 AND Reference Number is 54321 OR Status isn’t Confirmed,

Change Criteria

The pattern is ((1 AND 2) OR 3). If you feel the criteria pattern does not match your requirement, you can edit it to be (1 AND (2 OR 3)).

Change Criteria Pattern

Click Save to continue.

Note: You can have a maximum of 10 criteria for each Workflow Rule.

Setting up the Email Template

Once the rules have been set, the email alert can be set up. You can customize the alert to suit your business needs and program it to act immediately or at a particular time.

Actions

Field Description
Email Recipients Enter the email address of the person who is meant to receive the email alert.
Additional Recipients Additional email addresses, if any, can be mentioned here.
From The email address from where this email is sent can be defined here.
Subject The subject of the email alert.

Immediate Trigger:

Immediate Trigger

If the When to Trigger option is set as Immediate, then the email alert is sent immediately after the conditions defined in the workflow are met.

Time Based Trigger:
If you wish to schedule the email for a particular time, set When to Trigger option as Time Based.

Time Based Action

Field Description
Execution Time Enter the desired number of Days/Hours before or after,
-Rule Trigger Date
-Order Date
-Shipment Date
-Created Time
-Modified Time

Finally, click Save to create the Email Alert workflow to implement it for the modules in Zoho Inventory.


Setting up a new Field Update

A workflow rule consists of actions that comprises of Email Alerts, Field Updates and Webhooks that play an essential role in executing a task. To set up a field update in Zoho Inventory, navigate to Settings > Automation and click on + New Workflow. After this, make sure you have selected the Field Update tab.

Accessing the Workflow page

Name your workflow

workflow name

Field Description
Workflow Rule Name Give a unique name for the workflow rule.
Module Select the module for which you wish to create a workflow.
Description Give a small description for your workflow rule.

Choose when to trigger the Field Update

when trigger workflow

You can choose when to trigger the workflow based on the parameters you select in the following fields.

Workflow Type

There are two types of workflows:

workflow type

Event Based: If the workflow is Event Based, then the workflow is triggered when a module is:

When a module is Edited or Created or Edited, additional fields appear.

when to trigger

Field Description
Execute the workflow when There are 3 options to choose from
-When any field is updated.
-When any selected field is updated.
-When all selected field are updated.
If you select When any selected field is updated or When all selected fields are updated in the drop down, an additional box will appear where you can select any 3 fields of the module.
Just Once or Everytime? Just Once- The workflow would be executed when the criteria is met for the first time.
Everytime- The workflow would be executed everytime the criteria is met.

Date Based:
If the workflow is Date Based, additional fields appear.

when trigger date based

Field Description
Date of Execution Select the workflow to be triggered on any number of days before or after Order Date, Shipment Date or Created Time from the drop down.
date based execution
Execution Time You may choose the exact time of execution by selecting the corresponding hh or mm .
Execution Cycle You may choose the frequency of triggering a workflow by choosing Once, Monthly or Yearly from the drop down.
execution cycle

Advanced Filters

Clicking on Apply advanced filters allows you to set one or more conditions based on which the action will be executed.

Filter The Trigger

Field Description
Condition The filter will be triggered based on the criteria you set. You can also add multiple criteria by clicking on + Add Criteria based on which the workflow rule will be executed.
Trigger Condition
The condition for the next criteria may be AND or OR depending on whether you wish to include both or either one of the criteria. Also, you can change the criteria pattern as you want by selecting Change Criteria.
Field Attributes The field is used to select an attribute from the list that broadly covers the terms that are related to the module.
Module List
Rules Select the rules based on which the system should filter the trigger. If the field has alphanumeric values, the rules are,
Text Rules
If the field has only numerical values, then the rules are,
Numeric Rules
Value Field Enter the value of the attribute for which the filter must be applied.

Editing Criteria Pattern:

You can edit the criteria pattern to suit your requirements by selecting Change Criteria. The editor allows you to define a pattern of your choice using simple AND/OR logic. For example, if you wish to trigger the workflow rule When Sales Order date is 20th July 2016 AND Reference Number is 54321 OR Status isn’t Confirmed,

Change Criteria

The pattern is ((1 AND 2) OR 3). If you feel the criteria pattern does not match your requirement, you can edit it to be (1 AND (2 OR 3)).

Change Criteria Pattern

Click Save to continue.

Note: You can have a maximum of 10 criteria for each Workflow Rule.

Setting up the Field Update

Once the rules have been set, the field update can be set up. You can customize the update to suit your business needs and program it to act immediately or at a particular time.

Actions

Select the field which you wish to update from the dropdown list.

Immediate Trigger:

Immediate Trigger

If the When to Trigger option is set as Immediate, then the email alert is sent immediately after the conditions defined in the workflow are met.

Time Based Trigger:
If you wish to schedule the email for a particular time, set When to Trigger option as Time Based.

Time Based Action

Field Description
Execution Time Enter the desired number of Days/Hours before or after,
-Rule Trigger Date
-Order Date
-Shipment Date
-Created Time
-Modified Time

Finally, click Save to create the Field Update workflow and implement it for the modules in Zoho Inventory.


Webhooks

Webhooks facilitate communication with third-party applications by sending instant web notifications every time an event occurs in Zoho Inventory. With Webhooks, you can configure both HTTP & HTTPS URLs and associate them in workflow rules to automate the entire notification process.

For example, you can associate your Zoho Inventory account with an SMS provider with a webhook to thank your customer by sending a message automatically if the total amount paid exceeds $1000.
For general information about webhooks, please refer to webhooks.org.

To set up a webhook, navigate to Settings > Automation and click on + New Workflow. In the subsequent page, select the Webhook tab.

New Webhook

Name your workflow

workflow name

Field Description
Workflow Rule Name Give a unique name for the workflow rule.
Module Select the module for which you wish to create a workflow.
Description Give a small description for your workflow rule.

Choose when to trigger the webhook

when trigger workflow

You can choose when to trigger the workflow based on the parameters you select in the following fields.

Workflow types

There are two types of workflows:

workflow type

Event Based: If the workflow is Event Based, then the workflow is triggered when a module is:

When a module is Edited or Created or Edited, additional fields appear.

when to trigger

Field Description
Execute the workflow when There are 3 options to choose from
-When any field is updated.
-When any selected field is updated.
-When all selected field are updated.
If you select When any selected field is updated or When all selected fields are updated in the drop down, an additional box will appear where you can select any 3 fields of the module.
Just Once or Everytime? Just Once- The workflow would be executed when the criteria is met for the first time.
Everytime- The workflow would be executed everytime the criteria is met.

Date Based:
If the workflow is Date Based, additional fields appear.

when trigger date based

Field Description
Date of Execution Select the workflow to be triggered on any number of days before or after Order Date, Shipment Date or Created Time from the drop down.
date based execution
Execution Time You may choose the exact time of execution by selecting the corresponding hh or mm .
Execution Cycle You may choose the frequency of triggering a workflow by choosing Once, Monthly or Yearly from the drop down.
execution cycle

Advanced Filters

Clicking on Apply advanced filters allows you to set one or more conditions based on which the action will be executed.

Filter The Trigger

Field Description
Condition The filter will be triggered based on the criteria you set. You can also add multiple criteria by clicking on + Add Criteria based on which the workflow rule will be executed.
Trigger Condition
The condition for the next criteria may be AND or OR depending on whether you wish to include both or either one of the criteria. Also, you can change the criteria pattern as you want by selecting Change Criteria.
Field Attributes The field is used to select an attribute from the list that broadly covers the terms that are related to the module.
Module List
Rules Select the rules based on which the system should filter the trigger. If the field has alphanumeric values, the rules are,
Text Rules
If the field has only numerical values, then the rules are,
Numeric Rules
Value Field Enter the value of the attribute for which the filter must be applied.

Editing Criteria Pattern:

You can edit the criteria pattern to suit your requirements by selecting Change Criteria. The editor allows you to define a pattern of your choice using simple AND/OR logic. For example, if you wish to trigger the workflow rule When Sales Order date is 20th July 2016 AND Reference Number is 54321 OR Status isn’t Confirmed,

Change Criteria

The pattern is ((1 AND 2) OR 3). If you feel the criteria pattern does not match your requirement, you can edit it to be (1 AND (2 OR 3)).

Change Criteria Pattern

Click Save to continue.

Note: You can have a maximum of 10 criteria for each Workflow Rule.

Setting up the Webhook trigger

Once the rules have been set, the webhook can be set up. You can customize the update to suit your business needs and program it to act immediately or at a particular time.

Webhook Setup

Field Description
URL to notify Enter the URL of the external service provider’s API. For example, if you want Zoho Inventory to add or change data in Zoho CRM, the URL would be https://crm.zoho.com/crm.
Method Specify the function you want to call at the external service:
POST: Requests that data sent must be considered as new.
PUT: Requests that data sent should be considered as a modified version of the one already present.
DELETE: Requests that the data must be deleted.
Custom Parameters You can add custom parameters. in the webhook such as Auth Token, Security Token, API Key etc. based on which the URL will be appended. Enter the required parameter under Parameter Name and the corresponding value under Parameter Value. If you wish to add multiple parameters, select + Add Custom Parameters.
Entity Parameters Append All Parameters- Select this option to send all parameters from Zoho Inventory to the external service.
Append Selected Parameters- Select this option to send selected parameters from Zoho Inventory to the external service.
URL Preview The URL generated for this webhook will be displayed here.

Custom Parameters

If you wish to specify any custom parameters like your API Key, Auth token etc., you can make use of the custom parameters option.

Custom Parameters

HTTP Headers

If you wish to specify any HTTP headers in your webhook, you can check the INCLUDE HTTP HEADERS option.

HTTP Headers

Entity Parameters

There are two options available while communicating data with a third party application, namely,

Entity Parameter

Field Description
Parameter Name Enter the name of the parameter that you wish to append and select the module in the corresponding box.
Parameter Value Select the desired parameter from the drop down.

Note: You can add multiple entity parameters by selecting +Add Entity Parameter. You can add a maximum of 10 entity parameters.

User Defined Parameters

If you wish to add user defined parameters while accessing an external service, select the box Add User Defined Parameters.

User Defined Parameters

Field Description
Parameter Name Enter the name of the parameter which you wish to update.
Value Description Select a module of Zoho Inventory from the first drop down and select the corresponding parameter from the drop down of the adjacent box. This will generate the placeholder string for that parameter.
You can enter the custom code in different formats. For example, if you wish to send a JSON or XML string with parameter values from a Sales Order, you can use the user defined parameters and placeholders format.
If you wish to include the placeholder in the string, select Insert Placeholder.

Click on Save to create a webhook. You can now select one of the many webhooks created to connect with an external service provider when a workflow rule is triggered.


Other Actions

You can also mark your workflow rules as Active or Inactive. To do so, hover the cursor and select Mark as Active or Mark as Inactive. To delete the workflow rule, click on the Trash icon.

Mark Delete Workflow

Edit a workflow rule:
You can edit a workflow rule by simply clicking on one of the workflow rules from the list or by hovering over a workflow rule and select Edit.

Edit Workflow

Filter workflow rules:
To filter the workflow rules list, follow these steps:

You can also filter workflow rules based on whether they are active or inactive. Based on your selection, the corresponding workflow rules will be displayed as a list.

Workflow Filter


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