Place order

The first part of this form is a paragraph that's titled: !!! IMPORTANT CHANGES you need to make BEFORE running this workflow: This paragraph contains instructions on how to personalize the workflow for you and your company. If you intend to run the workflow, these changes can not be ignored.

The workflow starts when a client places an order by filling in this form.

This is a 'published task' - anybody can view and complete this form, they do not have to be a logged-in user.

If the client indicates that they'd like the order to be shipped to them, then the 'Shipping details' form task is displayed next. However, if they indicate that they'd like to collect the order personally, then that form task is skipped and the 'New order to manufacturer' email task is activated straight away, instead.

This is possible because of conditions.

Shipping details

This form task has one condition:

Activate this task when...
'How would you take possession of finished goods?' IS 'Shipped to address'

This form will only be displayed if the client indicated that they'd like the order to be shipped to an address in the previous form task.
The client fills in their shipping details, and saves the form.

New order to manufacturer

This email task has two conditions:

Activate this task when...
'How would you take possession of finished goods?' IS 'Collect personally'
OR
'City' IS NOT '____'

This email will be sent EITHER if the client decided to collect the completed order personally in the 'Place order' form task, OR if they asked for it to be shipped to an address, and then completed and saved the previous form, resulting in the 'City' field not being blank.
The manufacturer is notified about the new order, and is instructed to move onto the next form task.

Kotive creates the content of the email by pulling in the details from the first form.

Let's start by looking at how the email is typed up. There are lots of normal looking text words, but there are also lots of rectangular, shaded in, blocks of text. What's the difference?

Well, the normal text is just that: normal text. There's nothing special about it. But the blocks of text are actually information that is being pulled in from the first form. If you click on the text area of the email while in the webapp, you'll see that it changes and suddenly looks like a lot of code with lots of curly brackets { } and numbers. This code (also called dynamic field tags) is what tells these fields of text what they're going to end up saying. When this email gets sent to the manufacturer, it won't look like it does now, it will all be normal text, because the workflow will look at the previous form and put the information from that form into this email.

Calculate cost

The manufacturer calculates the cost of the order, and estimates when the order will be complete.

Email payment detail

The client receives an email detailing the cost of the order, along with the 25% deposit amount. They're reminded that the manufacturing will only begin once the deposit has been paid.

Status of deposit payment

The manufacturer selects the 'Yes' checkbox as soon as the deposit has been received, and saves the form.

Material list

The manufacturer fills in the material list during the process of building the order, and selects the 'Yes' checkbox as soon as the order is complete.

Request final payment

The client is notified that their order is complete, and ready for collection or delivery. They're reminded to pay the final 75% in order to take ownership of their order.

Final payment received

The manufacturer selects the 'Yes' checkbox as soon as the final payment for the order has been received.

Shipping status

This form task has two conditions:

Activate this task when...
'Final payment received' IS 'Yes'
AND
'How would you take possession of finished goods?' IS 'Shipped to address'

This form will only be displayed if the client indicated that they'd like the order to be shipped to an address in the 'Place order' form task, AND if the manufacturer indicated that the final payment has been received in the previous form task.
The manufacturer reviews the order and shipping details, and selects the 'Yes' checkbox as soon as they've shipped the order to the client.

Please collect

This email task has two conditions:

Activate this task when...
'Final payment received' IS 'Yes'
AND
'How would you take possession of finished goods?' IS 'Collect personally'

This email will only be sent if the client indicated that they'd like to collect the order personally in the 'Place order' form task, AND if the manufacturer indicated that the final payment has been received in the 'Final payment received' form task.
The client is thanked for making the final payment, and is instructed to collect their order as soon as possible.

Order shipped

This email task has one condition:

Activate this task when...
'Has the order been shipped?' IS 'Yes'

This email will only be sent if the manufacturer indicated that they've shipped the order to the client in the 'Shipping status' form task.
The client is thanked for making the final payment, and is informed that their order has been shipped to them.