Actions & Workflow Automation

Actions & Workflow automation in Perfecto ERP Solutions provide users with powerful tools to streamline business operations and automate repetitive tasks. By designing workflows and defining actions, organizations can reduce manual effort and ensure tasks are executed consistently and efficiently across the system. Perfecto ERP Solutions offers the flexibility to create rules that trigger specific actions based on predefined conditions, improving process efficiency and enhancing productivity.

Importance:

1. Process Efficiency: Actions & Workflows enable organizations to streamline business processes by automating repetitive tasks and standardizing workflows.
2. Task Consistency: By defining actions and workflows, organizations can ensure that tasks are executed consistently according to predefined rules and criteria.
3. Time Savings: Automation of actions and workflows reduces manual effort, allowing users to focus on more strategic tasks and initiatives.
4. Error Reduction: Automated workflows minimize the risk of errors and inconsistencies, enhancing data accuracy and reliability across the system.

Objectives:

1. Workflow Design: Define actions and workflows to represent business processes and automate task execution within the ERP system.
2. Automation Criteria: Set execution criteria for actions based on predefined conditions or triggers, ensuring that tasks are initiated at the appropriate time.
3. Task Automation: Automate the execution of actions to reduce manual effort and improve process efficiency.
4. User-Friendly Functionality: Create actions with intuitive wizard-like functionality, making it easy for users to design and implement automated workflows tailored to their specific requirements.
5. Flexibility: Choose between simple or advanced actions workflows to accommodate varying levels of complexity and customization needs.

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Types of Actions

• Update Record
• Create Record
• Clone

Action Structure

Field	Available for Action Type(s)	Description
Action Type	All	Update Record: This feature enables users to edit selected records upon clicking an action button. Records must be selected or the action should be displayed in a detail view. Create Record: This functionality allows users to create a new record for the selected type and set initial record values. Clone: Users can duplicate a record with the option to set new values based on the original entity or custom values.
View Type	All	Any : Action will be displayed in all views for the target type. Detail View : Action will be displayed only in detail views. List View : Action will be displayed only in list views. Dashboard View : Action will be displayed only in dashboard views.
Active	All	Use this to Enable / Disable the action.
Action Name	All	Unique Action Name
Validate	All	Optional Activate this feature to enable validation upon action click.
Validation Context	All	If the ‘Validate‘ option is selected, this field is required. The context denotes the validation context, whether ‘Save’, ‘Delete’, or any custom validation context needed. You can input any custom context as per the required procedure. To activate it, you will need to set the validation context in the created Validation Rule. To know more about validations click here
Show Popup	All	Optional Utilize this feature to enable end-user input upon action click, allowing the end-user to provide inputs to be used during the action execution.
Popup Window Name	All	If the ‘Show Popup‘ option is selected, this field is required. Input the popup window caption to be displayed to end-user.
Popup Object Type	All	If the ‘Show Popup‘ option is selected, this field is required. Choose the popup object type to acquire end-user inputs. You can customize this object type’s metadata to suit your business requirements for smooth action execution.
Popup Initial Values	All	Optional If the ‘Show Popup‘ option is selected, this field is displayed, but it’s not mandatory. This field represents an action to be performed to set initial popup values based on the current record if available. Initial Values Action should be of type ‘Update Record’
Custom Location	All	Specify a custom location to serve as the action container for visually presenting the action within this container.
Action Location	All	Choose from predefined action containers to visually present this action.
Action Image Name	All	Optional Specify the image to be displayed for the action. If no image is entered, the action will be displayed as text only using the action name.
Keyboard Shortcut	All	Optional Keyboard shortcut to be used in Desktop Version only. For example: Control+Shift+K
Hint	All	Optional Tooltip to be displayed when the end-user hovers over the action.
Override Posting	All	Optional Enabling this feature will allow end-users to perform this action even when documents are posted. Use this with caution, as end-users will be able to modify documents/records even if they are posted.
Object Type	All	Choose the object type on which the action will be performed.
Collection To Use For New Records	Create Record	Optional Choose a collection linked to the object type for the newly created record. Use Case : Create a Purchase Order line and display the action on the Purchase Request Detail View Header. In this scenario, the Object Type is 'Purchase Request', and the collection to use for new records is 'Purchase Request Detail'.
Created Record Type	Create Record	This field will display the created record type based on the previously assigned options.
Multiple Record Creation	Create Record	Optional Utilize this feature to enable the creation of multiple records simultaneously. Use Case: Create multiple Purchase Order Lines for a specific set of items at once with preset quantities.
Multiple Records Data Source	Create Record	Provide the data type for the end-user to apply criteria on it for the creation of multiple records.
Sorting Field	Create Record	Optional Available on ‘Multiple Record Creation’ Only , Field name to use to sort the datasource.
Sorting Direction	Create Record	Optional Available on ‘Multiple Record Creation’ Only , Select sorting direction whether Ascending / Descending.
Preset Number Of Records To Create	Create Record	Default value: 0. Provide the preset number of records to be created. If left at 0, the action will utilize all the data source based on the provided criteria. Note : End-user will be able to modify number of records to create when action is clicked.
Preset Data Source Criteria	Create Record	Optional Provide the data source criteria to be used to fetch data and use it to create records whether base on number of records or use all fetched data. Note : End-user will be able to modify this criteria when action is clicked.
Criteria	All	Optional Criteria to be checked for the action to be performed. If the record(s) do not fit the criteria, the action will be disabled. Note: The action will be executed when clicked if no criteria is provided.
Clone Skipped Fields	Clone	Optional Specify the fields to be excluded from the cloning procedure, ensuring that values of these fields will not be replicated during the cloning process. Separate the fields using a semi-colon ‘;’
Success Message	All	Optional Message to be displayed when the action is successfully executed.
Failure Message	All	Optional Message to be displayed when the action fails to execute.
Subsequent Action	All	Optional Refers to an action that occur after this action has been completed. The subsequent action is typically dependent on the outcome or result of the preceding action and is executed sequentially.