Manage workflows

Workflows automate recurring administrative tasks. When a product is added to an animal, Vetocare can automatically create a task, reminder, or inbox item, optionally after a configured delay. Only users with the Owner or Administrator role can create and manage workflows.

Go to workflows

You can find workflows in the settings. Select Settings from the menu and open the Workflows panel there. Then select Manage workflows to open the overview.

In the overview, you can see the Name, Applies to, Start event, Status, Created by, and Created on for each workflow. The status is Active or Inactive. Press Add workflow to create a new workflow.

Configure workflow details

On the Create workflow page, start in the Workflow details section. Here, you can set whether the workflow is active, give the workflow a name, and choose what the workflow applies to.

Active - Turns the workflow on or off. A workflow that is not active will not run.
Name - The name by which you recognize the workflow in the overview.
Applies to - Choose whether the workflow applies to Product or Product group.

Choose products or product groups

When Applies to = Product, the Products tab appears. Press Add product to open the Select product window. Search using Search by name, item number, or product group. and select or deselect products with Select and Deselect. Your selection is shown in the Selected panel. Confirm with Confirm. A workflow that applies to products must contain at least one product.

When Applies to = Product group, select the product groups in a separate list. Select a group, and a new empty row appears so you can choose another group. You can add multiple product groups. A group you have already selected will no longer appear as an option in the other rows. At least one product group is always required.

Choose the start event

In the When to activate? section, use the Start event field to set when the workflow should start. The only available option is Product added to animal. The workflow then runs as soon as a product is added to an animal. For a workflow that applies to products, the specific product is checked; for a workflow that applies to product groups, the product group of the product is checked.

Add actions

In the Actions section, press the Add button to add an action. Use the What should happen? field to choose the action type: Create task, Create reminder, or Create inbox item. Each action has its own Active checkbox, in addition to the workflow's checkbox. An action that is not active will not run.

Each action has a Create after value and a Delay unit. The delay is calculated from the time of the start event. The available units are Minutes, Hours, Days, Weeks, and Months.

Create task - Set the Title, Assigned to, Type, Priority (Urgent, High, Normal, Low), Description, and Due date after completion (days). The due date is the number of days after the task is created.

Create reminder - Set Send reminder, optionally a Default message, the Subject, and the Message. The delay for a reminder must be at least one day; minutes and hours are not allowed for reminders.

Create inbox item - Set the Subject and Description. The created inbox item appears as unread in the inbox and is linked to the relevant animal, client, and product.

Save and activate

Press Save to save the workflow. To activate or deactivate the workflow, select or clear the Active checkbox in the workflow details and press Save again. Only active workflows with active actions will run.

You can edit an existing workflow from the overview. On the edit page, you can also Delete the workflow in addition to editing its details.

Validation and limits

When saving, Vetocare checks the following:

• A workflow that applies to products must contain at least one product.

• A workflow that applies to product groups must contain at least one product group.

• The delay for a reminder must be at least one day; minutes and hours are not allowed.