Flow designer

With Prokuria there is a powerful feature that allows its users to create automation actions/steps that can accomplish a particular task for any entity, saving a substantial amount of time in the workflow process.

In this article, we will cover how to create a workflow and a brief description of the process.

You can create custom workflows by going to “Flow designer” from your Account settings.

To create a new workflow that can come into help, based on your need, you need to click “Add workflow”.

A pop-up modal opens for you to select, from the dropdown, the parent entity where the workflow needs to operate.

On the new workflow, you will have 3 different sections that will help you to set up everything.

1. Summary

The summary section will allow you to set up the main properties of your custom entity.

Name: the name of the custom workflow;

Description: the description of the workflow;

Run on entity: the entity where the workflow will execute all the steps;

Active: if checked, the workflow is active to use;

Execute real-time: it will execute the flow in real-time without any delay or refresh of the page.

2. Triggers

In the “Triggers” section you will set up the properties of the workflow.

There are 2 types of triggers: automat and button

2.1 How to trigger – select the type to trigger the workflow

2.1.1 How to trigger – automat

If selected, there will appear 2 more fields to select from, and this will automatically trigger the workflow if the conditions are meant.

  • Triggered by – has the option to trigger when: a record is created or when a record is updated on a specific field
  • Trigger field – select the field where the record is created/updated

          2.1.2 How to trigger – button

When selected, on the parent module there will appear a button that will trigger the workflow. Keep in mind that the button’s tag will be the name you filled up in the “Summary” section.

You can add buttons on internal or/and on public forms by checking the internal/public boxes.

The “Sort order” field helps you to order the buttons appearing in the form.

2.2 When to run flow

Here you will select the moment the flow it’s triggered: triggered or scheduled.

  • Triggered – will trigger the flow at the moment all the conditions are meant (eg. when the button is pressed)
  • Scheduled – will trigger only once the scheduled delay is reached. 

3. Actions

In this section, you will add different types of actions that will happen in the workflow, based on your setup from the previous section.

Send emaillets you set an email that will be sent when the flow is triggered 
add conditionadd a criteria that will let the flow know what to do with the next step
add recordadd records to any fields
update recordchoose a field to update once the flow is triggered
add distributed POadd an action to distribute the PO to the supplier
add output modaladd a message that will pop up when the flow is triggered

In order for your flows to work after setting them up, you need to refresh them by pressing the button from the right corner of the page.

Are you stuck somewhere? Don’t worry, we’re here for you. Drop us a mail at support@prokuria.com and we’ll get back to you.