Introduction

Automated workflows can be created to accommodate a wide variety of common actions including collecting data and performing actions within Ordway or an external system. Browser based workflows allow for automated activities without requiring the creation of custom endpoints. 

Workflow Examples:

• Initiate a bill run with invoice date as the first of the month but target date as the last day of the month (Dynamically changing based on the length of the month).
• Initiate a bill run based on the number of orders for a customer (ie. when we reach 100 orders, send an invoice).
• Add a discount to an invoice based on a field or charge amount.
• Send an email to the internal finance department when a usage charge reaches a certain threshold.

Workflow Components

Workflows are triggered by a record, invoked by API, or scheduled. Workflows are generated in the background. There are two flow types available: 

• Record - Triggered Flow - Flow generated when a record is created or updated. Example: Send an email to a specific contact anytime a new contact is added to an account. 
• Autolaunched Flow (No Trigger) - Invoked by API or other workflow. Example: Run at the end of the month, look up customers, send an email to a specific contact with retrieved data. 

Process Editor

The Process Editor is the main tool used to create and manage Workflows and is comprised of the following:

• Canvas - The workspace where Workflows are visually rendered.
• Toolbox - Provides the Components available to add to a Workflow. 
• Component Details - Where Component details is configured based on the component type. 

Canvas

The representation of the process where a Workflow is built and modified. Process level actions such as Save and Activate are also found on the Canvas. 

Toolbox

• Interaction - Use these elements to determine the Workflow path: 
  • Lookup Search - Retrieve data to use in a Workflow.
  • Action on Existing Object - Examples include Create Subscription, Update Subscription, Delete Subscription. 
  • Invoke Ordway Process - Examples include Billing Run, Payment Run, and Journal Entry Run.
  • Trigger Call Out (previously named Trigger Workflow)- Invoke a customer defined end point.
  • Invoke Subflow - Invoke additional Workflows into a Workflow. 
    

• Communication - Allows the Workflow to send data using one or more mechanisms. Currently, Workflow supports email communication. 
  • Send an email based on the provided Workflow parameters.
    

• Logic - Create different branches, update data, loop over sets of data, or anticipate an event or particular time.
  • Assignment - Assign value to workflow variables.
  • Decision - Perform a decision check. There can be multiple branches resulting from the decision output.
  • Loop - Loop over a collection of data and perform the subsequent flow on these:
    • For each item - Identifies the first element to execute for each iteration of the loop. 
    • After last item - Identifies the next element to execute after the loop has finished iterating through the collection.
  • Delay - Add a delay before an action is executed.

Component Details

When an item from the Toolbox is dropped onto the canvas, a Component Detail window displays to capture appropriate data based on the component type. 

Shown below are the Send an Email and Configure Trigger component detail screens: 

Additional Workflow Automation Documentation

• Workflow Best Practices - View suggested Best Practices for smooth Workflow creation.
• Workflow Scope - View Ordway Objects and actions available for Workflow.
• Workflow Actions - View available actions for Workflows including View, Filter, Import/Export, Edit/Clone/Delete, etc. 
• View & Filter Workflow Automation Logs

Workflow Use Cases

• Use Case: Generate Email Anytime a Refund is Generated/Updated
• Use Case: Generate Email Anytime a Refund is Generated, route based on Value
• Use Case: Send Expiration Email Reminder
• Use Case: Generate Email Anytime a Payment Method is Created/Updated/Deleted