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 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.

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 workflow.

The workflow starts when a potential customer fills in this form.

After the customer fills in this form, the next form, 'Your details', is displayed for them to complete.

Your details

The process of placing an order is divided into two forms. This is so that the customer only has to deal with a limited amount of questions at a time, making it feel easier to fill in the forms, and resulting in more orders being completed.

In this form, the customer fills in their details (including the measurement required to build their bike), and saves the form. The customer's part in the workflow is over for now.

Notify sales

An email is sent to the sales person, notifying them of the new order. Kotive creates the content of the email by pulling in the customer's information from the first two forms.

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 sales person, it won't look like it does now, it will all be normal text, because the workflow will look at the previous forms and put the information from those forms into this email.

A link is displayed at the bottom of the email, which leads the sales person to the next task.

Link to design

The only condition on this form is:

Activate this task when...
'Role' IS 'Sales Person'

This form is only displayed to the sales person.
The sales person uploads their proposal to Dropbox or Google Drive, and shares it with the customer by pasting a link into the field provided.

Notify customer (1)

An email is sent to the customer with a link to the proposal. A link at the bottom of the email prompts them to go to the next task in order to accept or decline the proposal.

Proposed bike

The customer accepts or declines the proposal, with the option to leave comments about their decision. Their decision will lead to different tasks being activated.

If the customer accepts the proposal, the email tasks 'Proposal accepted (1)' and 'Thank you email (1)' will be activated next. However, if the customer declines the proposal, the 'Proposal declined (1)' email task will be activated.

Proposal accepted (1)

The only condition on this email is:

Activate this task when...
'How would you like to proceed with the design?' IS 'Accept proposal - please build my bike!'

The email will only be sent if the customer decides to accept the proposal.
The sales person is sent an email notifying them that the proposal has been accepted.

Thank you email (1)

This email is sent at the same time as the previous email, 'Proposal accepted (1)', and has the same condition.

Activate this task when...
'How would you like to proceed with the design?' IS 'Accept proposal - please build my bike!'

The email will only be sent if the customer decides to accept the proposal.

The customer is sent an email thanking them for accepting the proposal and informing them that they need to pay a 50% deposit before the bike can be built.

Proposal declined (1)

The only condition on this email is:

Activate this task when...
'How would you like to proceed with the design?' IS 'Decline proposal - I need some changes to be made. Please contact me!'

The email will only be sent if the customer declines the proposal.
The sales person is sent an email notifying them that the proposal has been declined. A link at the bottom of the email leads them to the next task.

Proposal declined sub-workflow

This sub-workflow has the same condition as the 'Proposal declined (1)' email.

Activate this task when...
'How would you like to proceed with the design?' IS 'Decline proposal - I need some changes to be made. Please contact me!'

The sub-workflow will only be activated if the customer declines the proposal.

Updated bike design

This form has one condition:

Activate this task when...
'Role' IS 'Sales Person'

This form is only displayed to the sales person.
The sales person uploads their updated proposal to Dropbox or Google Drive, and shares it with the customer by pasting a link into the field provided.

Notify customer (2)

The customer is sent an email with a link to the new design. A link at the bottom of the email leads them to the next task.

Revised proposed bike

Once again, the customer can accept or decline the proposal, with the option to leave comments about their decision.

Proposal declined (2)

The only condition on this email is:

Activate this task when...
'How would you like to proceed with the updated design?' IS 'Decline updated proposal - I need some changes to be made. Please contact me!'

The email will only be sent if the customer declines the proposal again.
The sales person is sent an email notifying them that the revised proposal has been declined. They are directed to contact the customer manually for more details.

If this email is sent, no more tasks are activated and the workflow is over. Any more interactions between the sales person and customer will need to take place outside of the workflow.

Proposal accepted (2)

The only condition on this email is:

Activate this task when...
'How would you like to proceed with the updated design?' IS 'Accept updated proposal - please build my bike!'

The email will only be sent if the customer decides to accept the updated proposal.
The sales person is sent an email notifying them that the updated proposal has been accepted.

Thank you email (2)

This email is sent at the same time as the previous email, and has the same condition.

Activate this task when...
'How would you like to proceed with the updated design?' IS 'Accept updated proposal - please build my bike!'

The email will only be sent if the customer decides to accept the updated proposal.

The customer is sent an email thanking them for accepting the updated proposal and informing them that they need to pay a 50% deposit before the bike can be built.

Notify finance department

There are two conditions on this email task:

Activate this task when...
'How would you like to proceed with the design?' IS 'Accept proposal - please build my bike!'
OR
'How would you like to proceed with the updated design?' IS 'Accept updated proposal - please build my bike!'

The email will be sent as soon as the customer accepts the first or the updated proposal.
The finance department receives an email instructing them to check for the deposit and to move to the next task.

Deposit payment

This form task has one condition:

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

Only the finance department can see this form.
The finance department indicates if they've received the deposit or not.

Late deposit sub-workflow

This sub-workflow has one condition:

Activate this task when...
'Have you received the 50% deposit?' IS 'No, and it is a week late'

This sub-workflow will only be activated if the deposit payment is a week late.

Deposit follow-up 1 or 2

One of two emails are sent next. These emails are almost exactly the same, with the only difference being the link to the quote (either the first quote, or the revised quote).

The condition for 'Deposit follow-up 1' is:

Activate this task when...
'How would you like to proceed with the design?' IS 'Accept proposal - please build my bike!'
And the condition for 'Deposit follow-up 2' is:

Activate this task when...
'How would you like to proceed with the updated design?' IS 'Accept updated proposal - please build my bike!'
The customer receives an email reminding them that their bike can't be built until the deposit is paid.

Notify finance department late deposit

The finance department is notified that a late deposit is expected. They're directed to confirm receipt of the deposit in the next task.

Deposit payment 2

This form task has one condition:

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

Only the finance department can see this form.
The finance department indicates if they've received the deposit or not. This form can be left incomplete until such a time as the customer pays the deposit, or until the finance department confirms with the customer (outside of the workflow), that they won't be going ahead with the order after all.

Build the bike

This email has two conditions:

Activate this task when...
'Have you received the 50% deposit?' (from 'Deposit payment') IS 'Yes'
AND
'Have you received the 50% deposit?' (from 'Deposit payment 2') IS 'Yes'

The email will be sent as soon as the deposit has been received.
The workshop receives an email instructing them to build the bicycle. A link at the bottom of the email leads them to the next task.

Bike completed

This form task has one condition:

Activate this task when...
'Role' IS 'Workshop'

Only the workshop can see this form.
The workshop indicates that the bike has been built and is ready to be collected by the customer.

Bike ready for collection

The customer receives an email letting them know that their bike is ready for collection, and reminding them to pay the remaining 50%.

Notify finance department 2

The finance department is notified that the customer's bicycle has been completed, and that the final payment is expected. They're directed to confirm receipt of payment in the next task.

Notify workshop

This email is sent at the same time as the previous email. The workshop receives an email instructing them to move onto the next task as soon as the completed bicycle has been collected.

Final payment

This form has one condition:

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

Only the finance department can see this form.
The finance department indicates if the final payment has been received or not.

Collection

There is only one condition on this form task:

Activate this task when...
'Role' IS 'Workshop'

Only the workshop can see this form.
The workshop indicates if the customer has collected their bike or not.

No payment

This sub-workflow only has one condition:

Activate this task when...
'Has the customer paid the final 50%?' IS 'No'

This sub-workflow will only be activated if the customer hasn't made the final payment yet.

Final payment reminder

The customer receives an email reminding them to pay the remaining 50%, and asking them to forward the proof of payment to the sales department.

Notify finance department no payment

The finance department receives an email reminding them to check for the late payment and to move onto the next task once the payment has been received.

Final payment 2

This form has one condition:

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

Only the finance department can see this form.
The finance department indicates if the late final payment has been received or not.

No collection

This sub-workflow only has one condition:

Activate this task when...
'Has the customer collected their bike?' IS 'No'

This sub-workflow will only be activated if the customer hasn't collected their bicycle yet.

Collection reminder

The customer receives an email reminding them to collect their completed bicycle.

Notify workshop no collection

The workshop receives an email instructing them to move onto the next task once the bicycle has been collected.

Collection 2

There is only one condition on this form task:

Activate this task when...
'Role' IS 'Workshop'

Only the workshop can see this form.
The workshop indicates if the customer has collected their bike or not.