Workflow

A workflow, a list of tasks or steps, can be created on the Account Profile. This workflow is used in the Driver App when a driver is given access to add/edit/delete items on an order. For more information on how to set this up, please see Driver Profile in New Features for Release 1.17 article

There are several types of tasks, system or user defined, that can be added to the add item workflow:

a) Specify parcel type

b) Enter weight

c) Enter dimension

d) Enter description

e) Scan barcode

f) Take picture

g) Specify custom task


On the create order, the list of tasks will be available and can be unchecked depending on the needs on the order.


Note: The Add Item Workflow will only be available if driver is given access to add parcels on an order in his Driver Profile.  

Any changes to the workflow will not affect existing orders.


Create User Defined Fields

A user field must be created when using the Specify custom task. User fields can also be added and used on the items without being added to a step in the Add Item Workflow. In this case, it will show on the order only or if no Add Item Workflow is created, will show on the Item details in the Driver App.


1) Open Accounts then click on Profiles and open a profile.

2) In the Profile details, scroll down to the User Defined Fields section and click Edit.

3) If user fields were already created, they will show up in the list.

4) Click on Add Field to create a new user defined field.

5) Select the field type:

Order Fields: a user defined field associated to the order, will be viewed in Order Additional Info tab with the system defined Reference fields. 

Order Item Fields: a user field associated to the item or parcel on the order. 

6) Enter an ID (letters, numbers and _ ). This ID must be unique in the Account Profile.

7) Enter the Display Name (EN). The name will show on the Order Additional Info tab for Order Field and in the Items tab for Order Item Field.

8) Display Name (FR) - this can be left blank.

9) Field Type: as in the reference field, the field type can be a free text (can be used for barcode scanning as well as for entering text), Accepted Values (please fill in Accepted Values, 1 item per line), Dropdown. 

10) View on Self-Serve Order: Hidden or Visible depending if you want the account users to see the field.

11) Updatable by Driver: Select if field will be updatable by the driver.
Note: In order for driver to be able to update a user field, the Add, edit, delete parcel must be checked in his driver profile.

12) Click on Save when field information is completed. 


Edit User Defined Fields

User fields can be modified once created. 

1) Open Accounts then click on Profiles and open a profile.

2) In the Profile details, scroll down to the User Defined Fields section and click Edit.

3) Click on the Id of a field to edit

4) Other than the Item Type and ID, the other field information can be edited:

5) Click Save when edit is completed.


Create Add Item Workflow

A Add Item Workflow can be created in an Account Profile. A workflow contains tasks which are screens the driver will need to navigate and answer in order to add the item. The orders, created from accounts associated to the Account Profile, will automatically inherit the Add Item Workflow.

Drivers who have the right to add items (For more information on how to set this up, please see Driver Profile in New Features for Release 1.17 article), will use this workflow when adding or editing an item in the Driver App.


Add Tasks to the Add Item Workflow

1) Open Accounts then click on Profiles and open a profile.

2) In the Profile details, click on Add Order Item in Workflows section

3) Click on Add Task to add a new task to the workflow

4) In the New Task, select the task type. 

Take Picture: the driver will be asked to take a picture. The picture will be associated to the item and be displayed in the Order Items tab. Driver must give access to the Driver App access to the camera. 

Scan Barcode: Driver will be asked to scan a barcode and the barcode will be associated to the item and used when barcode scanning is required at pickup/delivery.


Specify Parcel Type: Driver will select from the parcel type in the Parcel Type Schedule associated to the Account. If parcel type is not specified, the default parcel type in the Parcel Type Schedule associated to the Account will be associated to order. 


Enter Weight: Driver will type in the parcel weight in the parcel type unit of measure.


Enter Dimension: Driver will enter the width, length and height in the parcel type unit of measure. 


Enter Description: Driver will type in a brief description of the parcel.

5) Screen Title (EN): Enter the screen title that will be displayed on the Driver App

Screen Instructions (EN): Enter the screen instructions that will be displayed on the Driver App

Note: The Screen title (FR) and Screen Instructions (FR) can be filled in if you have drivers that are setup with French language on their phone. 

6) Visibility on order: This pertains to the self-serve site. The CSR will always see the steps and be able to check/uncheck them.

Hidden: The account user/admin will not see this step on the Order Additional Info tab

Active by Default: The account user/admin will see this step, it will be checked by default on the Order Additional Info tab and he/she will be able to uncheck it.

Inactive by Default: The account user/admin will see this step, it will be unchecked by default on the Order Additional Info tab and he/she will be able to check it.

7) Optional: check this option if the step is optional and driver can simply skip it. 

Note: In a Task Group, the set of steps will be optional if all steps in the group are set as optional. 


Setup Add Item Workflow

Once your tasks are added, you will be able to set the order in which the driver will navigate the steps on the Driver App. You will also be able to set Task Group to allow a driver to perform only one of the tasks in the group. 

For instance, when adding or editing an item, driver could be given a choice to take a picture of the parcel OR enter a brief description. A Task Group will be presented as a single task with a choice. 

Note: Any changes to the workflow will not affect existing orders. The changes will be visible in the recurring orders and will take effect when recurring orders are created.


Move a Task in the Add Item Workflow

1) Open Accounts then click on Profiles and open a profile.

2) Click on the Add Item Workflow

3) In the task list, click on the action icon  at the end of the task row to move and select to Move Up or Move Down.

Note: On the first task, only Move Down will be available. On the last task, only Move Up will be available.


Delete a Task in the Add Item Workflow

1) Open Accounts then click on Profiles and open a profile.

2) Click on the Add Item Workflow

3) In the task list, click on the action icon  at the end of the task row to delete a task.

4) Click Delete to delete permanently the task or Back to go back to the task list without deleting the task.

Note: This cannot be undone.

If the task you are deleting is part of a Task Group, and only 2 tasks remain in the group, the Task Group will automatically be deleted once the task is removed.

Group Tasks Together

Tasks can be grouped together to allow a driver to do one step out of a group of tasks. You cannot add additional tasks to a Task Group. 

Adding a task to an existing group is not possible. Remove all tasks from the Task Group first (see below) then create the group again with all tasks.

1) Open Accounts then click on Profiles and open a profile.

2) Click on the Add Item Workflow

3) In the task list, check, in the Task Group column, all tasks that should be grouped. The Group Tasks button will display as soon as at least 2 tasks are checked.

4) Click on the Group Tasks and fill in the information then click Save.

On the Driver App, the Screen Title shows at the top and you have the screen instructions below. 

Driver will select one of the task to complete the Task Group.

5) The tasks will show as part of the Task Group in the task list.


Remove a Task from a Task Group

Tasks in Task Group can be deleted (see above Delete a Task) or kept but removed from a Task Group.

1) Open Accounts then click on Profiles and open a profile.

2) Click on the Add Item Workflow

3) In the task list, the tasks that are part of a Task Group show with the Task Group Title

4) Click on the Task Actions and select Remove Task Group

The task will be removed from the Task Group.

This cannot be undone. 

If you only 2 tasks are left in a Task Group, removing the second to last task will automatically remove the Task Group and you will be notified before do so.


Edit a Task

Tasks in Task Group can be edited and the following can be edited:

Screen title, Screen instructions, visibility on order for account user/admin, and optional.

1) Open Accounts then click on Profiles and open a profile.

2) Click on the Add Item Workflow

3) In the task list, click on a task to edit it.

4) Edit the task information and click on Save when done. 

Note: Changes made will only affect new orders.