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;
Real-time: it will execute the flow in real-time without any delay or refresh of the page.
2. Trigger
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 – If selected, this option will display two additional fields for selection. The workflow will automatically be triggered when the specified conditions are met
- Trigger field – This field allows you to specify the exact condition or criteria that will activate the workflow. Once the criteria are satisfied, the workflow will be triggered accordingly.
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 is triggered: triggered or scheduled.
- Triggered – will trigger the flow at the moment all the conditions are met (eg. when the button is pressed)
- Scheduled – will trigger only once the scheduled delay is reached
- Recurring – will trigger the flow repetitively, according to a specified time interval (e.g., daily, weekly, monthly)
- Extra on publish RFQ – will trigger the flow when an RFQ is published, adding additional information or performing extra actions associated with this event.
- Extra on place bid RFQ – will trigger the flow when a bid is placed on an RFQ, adding additional information or performing extra actions related to the placement of the bid
- Extra on publish Auction – will trigger the flow when an auction is published, adding additional information or performing extra actions associated with the publication of the auction
- Extra on place bid Auction – will trigger the flow when a bid is placed in an auction, adding additional information or performing extra actions related to the placement of the bid in the auction
- Dialog – a special type of button that will have a pop-up window that will require extra data before executing the rest of the flow
3. Actions
In this section, you will add different actions in the workflow, based on your setup from the previous section.
| Buttons | Description |
|---|---|
| Send email | set an email that will be sent when the flow is triggered |
| Condition | Include a criterion that determines whether the associated steps will be triggered |
| Create record | creates a new record in any module/entity from the platform |
| Update record | choose a field to update once the flow is triggered |
| Output message | add a message that will pop up when the flow is triggered |
| Redirect | redirects the user that executes the flow to a new page: static link or new records |
| Filter children | applies filters to child records linked to the triggered record to determine where the actions should be applied |
| Run children flow | triggers another flow that operates as a sub-process or child of the current flow. |
| Run parent flow | triggers the parent flow, typically used to resume or influence a higher-level process from a child flow. |
| Audit | performs an audit action that logs or reviews the details and activities of the flow for compliance or tracking purposes |
| Prompt AI | using an AI chat, you can execute complex tasks such as extracting key information from forms or conducting advanced analytics. |
| Recalculate data | recalculates or updates data based on new inputs or changes in the flow to ensure accuracy |
| add distributed PO | add an action to distribute the PO to the supplier |
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.