- Name your workflow
- Choose when to trigger the workflow
- Workflow types
- Filter the triggers
- Other Actions
Setting up a new workflow rule
A workflow rule consists of actions that comprises of emails alerts, Field updates, and Webhooks that play an essential role in executing a task. A workflow rule may employ one or more actions to accomplish the task. To set up a workflow rule in Zoho Invoice, navigate to > More Settings> Automation> Workflow Rules.
Name your workflow
|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 a workflow
You can choose when to trigger the workflow based on the parameters you select in the following fields.
There are two types of workflows:
- Event Based
- Date Based
Event Based: If the workflow is Event Based, then the workflow is triggered when a module is:
- Created or Edited
When a module is Edited or Created or Edited, additional fields appear,
|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 Overtime?||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.
If the workflow is Date Based, the following fields appear,
|Date of Execution||Select the workflow to be triggered on any number of days before or after Module Date, Expiry Date or Created Time from the drop down.
|Execution Time||You may choose the exact time of execution by selecting the corresponding hh or mm of your organisation’s time zone.|
|Execution Cycle||You may choose the frequency of triggering a workflow by choosing Once, Monthly or Yearly from the drop down.
Filter the triggers
Filter the triggers section allows you to set one or more conditions based on which the action will be executed.
|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.
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.
|Rules||Select the rules based on which the system should filter the trigger. If the field has alphanumeric values, the rules are,
If the field has only numerical values, then the rules are,
|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 Estimate Number is 1 AND either Estimate Status isn’t Invoiced OR Total is equal to 500,
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 (1AND (2 OR 3)).
Click Save to continue.
Note: You can have a maximum of 10 criteria for each Workflow Rule.
Once the rules have been set, the actions to be taken upon encountering the conditions has to be decided. You can customize the actions to suit your business needs and program it to act immediately or at a particular time.
|Type||Select one of the three types of actions,
You can also add multiple actions by clicking on +Add New Actions.
|Name||The field should contain the name of the Email Alert, Field Updates or Webhooks. For example, in the case of an email alert, you can either pick the ones from the list you have already created or you can add a new one by selecting + Add New Email Alert.
Follow the same steps for Field Updates and Webhooks.
|Details||The details of the action is displayed here.|
Time Based Actions:
If you wish to schedule actions for a particular time, select the check box next to Would you like to add time based actions?. This will display additional fields to enter the desired time.
|Execution Time||Enter the desired number of days before or after,
-Rule Trigger Date
Next,select the type of action that you wish to take. It can be an Email Alert, Field Update or a Webhook. You can also add multiple time based actions by selecting +Add New Time Based Action.
Note: You can add a maximum of 5 time based actions. Also, each time based action can have a maximum of 5 actions.
Finally, click Save to create the workflow rule to implement it for the modules in Zoho Invoice.
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.
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.
Filter workflow rules:
To filter the workflow rules list, follow these steps:
- Navigate to > More Settings > Automation > Workflow Rules.
- Under Module, select one from the drop down to filter the workflows based on the module for which the workflow has been created.
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.
- You can create a maximum of 10 Workflow Rules for each module.
- Workflow Rules cannot be applied on invoices that have been imported into Zoho Invoice.
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