Route requests and notifications

Key Concepts

• If approval is no, then loop back
• If approval is yes, then notify the original submitter via Email action (or SMS)
• Branching paths/conditional logic & blocks
• How fields work with the conditional block

Autogenerated Transcript

Welcome back to Catalytic enter.

last video, we added an action into a Workflow to task somebody to look over an invoice and approve or deny it.

If denied, they can provide feedback, we’re going to be adding some more actions into this Workflow.

So we could send the correct response to the submitter based off of whether or not the invoice was approved.

We’ll be configuring this in two different ways to show off different build patterns.

First, the confirmation email will be in a conditional block, and the denial email will be configured using conditions and dependencies.

So let’s go ahead and add a conditional block in our next action into our Workflow.

In order to add a conditional block into our Workflow, all we have to do is hover over to the left of any step and click on this plus that appears, it’s gonna open up a small drop down menu, where we can add a step in between any two steps, add a heading to visually divider steps, add a text block, so we can annotate our Workflow or add a conditional block, which is what we’re going to do.

So let’s go ahead and click on that and then describe the condition that we want for this block to done.

And we’re just going to say this is going to be when the invoice is not approved, and we’ll add our block.

Now that we’ve added our conditional block, we just have to actually configure it to add the condition for when we want our block to execute.

So let’s go ahead and add that condition.

And this is going to be really similar to that conditional logic where those business rules that we applied on those form fields in our previous video.

So that is when we decided that the invoice was not approved, we will be showing that feedback field.

So let’s go ahead and set it up similar to that.

So we want this to run if the field approved is equal to the field choice of No.

So again, this is just saying that this conditional block, or any step within this conditional block will only run when the invoice is not approved.

So let’s go ahead and save that.

Now that we’ve added our conditional block into our Workflow, in order to add an action, all we have to do is just add a step in line in our conditional block.

So any step that is added in this block will only run when the conditions are met to actually execute the conditional block, else that will just skip and go to the rest of the steps outside of the block in your Workflow.

So let’s go ahead and add that step inside a block.

Again, this is going to be sending that denial email.

So let’s just go ahead and describe that process, send denial email, we’ll go ahead and add our step and Catalytic grab the step of sending an email.

So we’ll go ahead and configure that.

So we’re just going to go ahead and configure this send an email step.

Now, who it’s going to be sent to is going to be that original submitter of that approval.

So in order to get it back to them, we’re just going to open this global fields on the right side.

And you’ll notice that under the form fields that we have created in our Workflow, we’re going to have a few more fields down here at the bottom.

And that’s because these are just default fields that come out of the box with every Workflow that you can use to reference inside your steps.

So let’s go ahead and copy this run owner email, which will be the email of whoever actually kicks off this Workflow.

So whoever submits that original invoice for approval, so that way, we could just put that run owner email in the to address and it will go ahead and send the denial email back to the original submitter.

Let’s go ahead and fill out the rest of this action.

I’m going to keep the carbon copy and blind carbon copy blank.

And for the sender name, I’m just going to fill it out with Catalytic but feel free to put whatever value you want there.

The email subject, I’m just going to put invoice denied.

And I’m going to build the body for this actual email.

And it’s going to be pretty simple.

We’re just gonna say hello, this is an email to let me know that the invoice you have submitted has been denied by and then we’ll go ahead and put that approver name.

So that way we know who denied it.

And we’ll just say thank you.

Cool, we’ll keep the email photo blank.

And for the attachment, let’s actually go ahead and choose via field what this attachment is going to be.

So this is how we can dynamically add attachments to an email.

And we’re gonna say that the field that we want to attach as our actual attachment is going to be the invoice that we submit.

So this way, we’ll just get the invoice that we submitted with our initial approval sent back to us via email.

I’m going to go ahead and keep the rest of this blank and the dependencies and conditions I will keep blank as well because this is in a conditional block.

So now I’m just gonna go ahead and save the step.

And we’ll go ahead and add our approval email next outside of our conditional block.

So to save ourselves some time, we can actually Let’s go ahead and copy that send denial email step and then paste it outside of our conditional block, and then just change some of the values to make it an approval email.

So to do this, all we’re going to do is just hover over these ellipses on the right side of that send denial email.

And we’re going to go ahead and click on copy step.

Now in our main Workflow, or just outside this conditional block, go ahead and just hover over the steps.

So you could see where that plus is again, and now we’re going to go ahead and paste our step.

So because we are doing these dependencies and conditions or branching paths with our Workflow, it’s okay that these are a bit out of order.

But in case you’d like the approval email to actually be after the conditional block, it’s easy to just drag envy order these.

So let’s go ahead and open up this copy of our denial email.

And we’re just going to rename it so that way it is sent approval email.

Alright, so you’ll notice that all of the information that we configured with our original action is already saved on this copy.

So all we have to do is just change the values to make it so that way it is an approval email.

So we’re going to keep the to address that same keep the sender name the same.

And now we’re going to change the subject to approved or invoice approved.

And we’re going to change the value of denied in our actual email to say that the invoice you have submitted has been approved by that approver name.

We’re going to keep that attachment the same and similar as before, we’re not going to change any of these fields as well.

But let’s make sure we change that actual output field prefix to send approval email, just so actually matches the name of our step.

So now we’re going to configure the dependencies and conditions of this step.

So that way, it only sends the approval email when the actual invoice has been approved.

So similar to the business rules we built for our form fields, and for that conditional block that is right before this step in our Workflow.

So let’s go ahead and add a condition.

We’re gonna say, again, that if the field approved is equal to the field choice of yes, that we will go ahead and send this approval email.

And we’re going to keep the dependency up here to start after the previous step is completed or skipped.

And that is because the conditional block will be skipped if the condition isn’t met.

And then it will go ahead and execute this step as long as the condition that we’ve defined is met as well.

So now that we’ve gone ahead and configured our send approval email step, we’re just going to go ahead and save it.

And that completes our flow for this very basic invoice routing and approval.

This is just a basic Workflow to baseline yourselves on how to build within Catalytic and introduce some business logic into that Workflow as well.

Now if you’d like to test your flow to make sure that the logic you set up is working correctly, you’re more than welcome to by hitting this test button.

You can go ahead and fill out this information similar to when we tested it in the last video just to make sure that you’ve configured everything properly.

This completes the first core Workflow pattern within Catalytic of approvals and routing.

Join us next time to learn about our next Workflow pattern gathering data with web forms.

Thanks for tuning in.