WorkFlow Integration in Mewayz

The Workflow Automation System is a powerful software solution that helps organizations automate routine tasks and notifications across multiple business modules.

Demo URL

Introduction

Workflow Automation is a powerful system designed to help organizations automate routine tasks and notifications across multiple business modules. It enables you to define rule-based workflows that automatically trigger actions when specific conditions are met during business events.

With Workflow Automation, you can eliminate manual follow-ups and ensure timely communication by sending automated notifications through multiple channels such as Email, Slack, Telegram, Twilio, WhatsApp API, and more. The system reacts to events like invoice creation, project updates, lead generation, POS orders, HR activities, and other operational processes—keeping your team informed and responsive at all times.

How To Install The Add-On?

To Set Up the WorkFlow Add-On, you can follow this link: Setup Add-On.

How To Use The Workflow Add-On?

Workflow Management

• To add a new workflow, click the “Create” button at the top of the workflow page. Enter a meaningful name in the Name field. This name helps you easily identify the purpose of the workflow, such as “High Value Invoice Notification” or “New Lead Alert”.
• In the Trigger section, select the Module from the dropdown which includes options like General, Project, Accounting, Lead, HRM, POS.
• Then choose the Event from the dropdown which changes based on your selected module, such as Sales Invoice, Purchase Invoice, Project, Lead, Deal, POS, The available fields and conditions will dynamically update according to the selected sub module.
• The Condition section allows you to define rules that must be met before actions are executed. For each condition:

• Field: Select a field related to the chosen sub module (e.g., Total Amount, Tax, Customer, Status).
• Condition Operator: Choose from =, !=, >, <,>=, <=< /li>+ Value: Enter the value to compare against. Or you can select the the value from dropdown
• You can click the “Add Condition” button to add multiple conditions for the same sub module. All conditions are evaluated using AND logic, meaning every condition must be true.
• In the Action section, select the Action Types one or more actions from the multi-select dropdown: Email, Slack, Telegram, Twilio, WhatsApp API Below the action selector, enter a Message in the textarea. This message will be used across all selected notification channels.
• Send Email Notification: Choose how the email should be delivered by selecting Custom to manually enter an email address or Staff to notify a selected staff member from the dropdown list.
• Send Slack Notification: Enter the Slack Webhook URL to send workflow notifications directly to your selected Slack channel when conditions are met.
• Send Telegram Notification: Provide the Telegram Access Token and Chat ID to automatically deliver workflow messages to a Telegram user, group, or channel.
• Send Twilio Notification: Select Custom to enter a mobile number manually or Staff to send SMS notifications to a staff member’s registered phone number.
• Send WhatsApp API Notification: Choose Custom to enter a mobile number or Staff to notify a selected staff member, ensuring WhatsApp messages reach the intended recipient.
• The list page features Search, and Filters buttons at the top. The table displays columns for Workflow Name, Module, Sub Module, Conditions, Actions, Status, Created and Action showing all your created workflows. You can use the Edit action to modify existing workflows or Delete action to remove workflows that are no longer needed.

Example Workflow Setup

• Scenario: High-Value Sales Invoice Notification
• Module: General
• Sub Module: Sales Invoice

Conditions:

• 1. Field: Total Amount

Operator: >

Value: 500

• 2. Field: Tax

Operator: =

Value: GST

Selected Actions:

• Send Email Notification

• Type: Staff
• Staff: John Doe
• Send Slack Notification

• Webhook URL: https://hooks.slack.com/…
• Send Telegram Notification

• Access Token: 123456:ABC-DEF1234ghIkl-zyx57W2v1u123ew11
• Chat ID: @channel_name
• Send Twilio Notification

• Type: Custom
• Number: +1234567890
• Send WhatsApp API Notification

• Type: Custom
• Number: +1234567890

Result:

When a Sales Invoice is created under the General module, the system checks:

• If Total Amount > 500
• And Tax = GST

If both conditions are met, all configured notifications (Email, Slack, Telegram, Twilio, WhatsApp API) are automatically triggered.

Available Modules & Sub Modules

General

• Sales Invoice
• Sales Invoice Return
• Purchase Invoice
• Sales Purchase Return

Mewayz Tasks

• Project

Account

• Customer Payment
• Vendor Payment
• Revenue
• Expense

Lead

• Lead
• Deal

Hrm

• Award
• Terminations
• Leave

POS

• POS Order