Icon for Procurement taskflow solution

Procurement

The 'Procurement' taskflow is designed to manage the internal flow of tasks of a basic procurement process. This covers placing a request, authorizing the order and placing it with the supplier, and following up on the status of the order. (For a more extended process, refer to the Extended procurement taskflow.)

A step-by-step guide to procurement

This guide will explain the 'Procurement' taskflow step by step.
It makes use of numerous screenshots, but if you'd like to follow along in the Kotive webapp, you can sign up and copy the taskflow into your account for free.
Keep the taskflow open in a separate tab in your browser, and interact with it while reading the steps in this guide.

Section 1: Placing an order

In this section, an employee places an order, and the purchasing department approves or denies the request.

Place an order


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

Next you'll notice that there are two faded out fields. These are called 'hidden fields'. These fields capture information without displaying them to the user and make their information available to other tasks in the taskflow.

The taskflow starts when a logged-in employee fills in this form.
Place an order

Notify purchasing

The purchasing department receives an email describing the order that was placed by the employee. Kotive creates the content of this email by pulling in information 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 earlier forms. 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 purchasing department, it won't look like it does now, it will all be normal text, because the taskflow will look at the previous forms and put the information from those forms into this email.


A link at the bottom of the email leads them to the next task.
Notify purchasing

Authorize the purchase

The condition for this form is:

Activate this task when...
'Role' IS 'Purchasing Department'

This form will only be displayed to the purchasing department.

The purchasing department decides whether or not to place the order with the supplier. Their decision will lead to different tasks being activated.

These tasks are the 'Mail denial of request to employee' email task, or the 'Mail confirmation of order to employee' and 'Mail order to supplier' email tasks. This is possible because of conditions.
Authorize the purchase


Section 2: Sending out emails

Next, one or two emails are sent out depending on the decision made by the purchasing department in the previous form task.

Mail denial of request to employee

This email has one condition:

Activate this task when...
'Place the order?' IS 'No'

This email will only be sent if the purchasing department decided not to place the order in the previous form task.

The employee receives an email informing them that their request has been denied. If the purchasing department denied the request, then this email completes the 'Procurement' taskflow.
Mail denial of request to employee

Mail confirmation of order to employee

This email also has one condition:

Activate this task when...
'Place the order?' IS 'Yes'

This email will only be sent if the purchasing department decided to place the order in the 'Authorize the purchase' form task.

The employee receives an email informing them that their request has been approved.
Mail confirmation of order to employee

Mail order to supplier

This email has the same condition as the previous email task.

Activate this task when...
'Place the order?' IS 'Yes'

This email will only be sent if the purchasing department decided to place the order in the 'Authorize the purchase' form task.


The supplier receives an email detailing the employee's order.
Mail order to supplier


Section 3: Receiving the order

In this section, the order is received and the employee is informed that it has arrived.

Status of order

This form has two conditions:

Activate this task when...
'Place the order?' IS 'Yes'
AND
'Role' IS 'Purchasing Department'

This form can only be viewed by the purchasing department if they decided to approve the order in the 'Authorize the purchase' form task.

The purchasing department indicates if the order has been received or not.
Status of order

Notify originator

This email has one condition:

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

This email will only be sent if the purchasing department indicated that the order WAS received in the previous form task.

The employee receives an email notifying them that their order has arrived. If the purchasing department indicated that the order WAS received in the 'Status of order' form, then this email completes the 'Procurement' taskflow.
Notify originator


Section 4: Following up on a late order

In this section, the taskflow follows up with the supplier about the late order. Once the order is received, the employee is informed that it has arrived.

Follow up supplier

This email also has one condition:

Activate this task when...
'Has the order been received?' IS 'No'

This email will only be sent if the purchasing department indicated that the order was NOT received in the 'Status of order' form task.

The supplier receives an email following up on the order.
Follow up supplier

Status of order 2

This form has two conditions:

Activate this task when...
'Has the order been received?' IS 'No'
AND
'Role' IS 'Purchasing Department'

This form can only be viewed by the purchasing department if the order hasn't been received yet.

Once again, the purchasing department indicates if the order has been received or not.
Status of order 2

Follow up supplier 2

This email only has one condition:

Activate this task when...
'Has the order been received yet?' IS 'No'

This email will only be sent if the purchasing department indicated that the order was NOT received in the 'Status of order 2' form task.

The supplier receives another, more urgent, email following up on the order. If the purchasing department indicated that the order was NOT received in the 'Status of order 2' form, then this email completes the 'Procurement' taskflow. Any further communication with the supplier (and afterwards, bringing the procurement process to a conclusion) will need to occur outside of the taskflow.
Follow up supplier 2

Notify originator 2

This email has one condition:

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

This email will only be sent if the purchasing department indicated that the order WAS received in the 'Status of order 2' form task.

The employee is notified that their order has arrived.
Notify originator 2

After the last email is sent, the 'Procurement' taskflow is complete.
Get started now and clone this taskflow directly into your Kotive account for free.

The Procurement taskflow is automatically copied into your account when you select it. Want to make one or two changes to fit your situation better? No problem!