How to Configure Autoflow

What is Autoflow?
Autoflow is a powerful Kanban automation software designed to streamline project management by allowing users to create customized workflows. Autoflow can integrate with other applications such as Biztory, facilitating efficient task management and enhancing collaboration across platforms. With Autoflow, users can define a flow comprising various steps, each equipped with specific rules and tasks. In each step, jobs can be created with details such as job titles, additional fields, assignees, due dates, and descriptions. Autoflow enhances productivity by enabling automation, such as automatically generating Goods Received entries in Biztory when a job progresses to the next step. It can also seamlessly move jobs within Autoflow based on approvals in Biztory.

Firstly, ensure that you have enabled Autoflow

If your account has not been enabled Autoflow, you will not see the Autoflow link, you can check according to step 1. To enable it, you may contact customer service. 

How to navigate to Autoflow from Biztory

1. Click on '+' and select Autoflow

2. Click on 'Add Flow'

3. Enter a Flow Name

4. Click on 'Add Additional Field'

5. Enter a field name (optional)

(You can add customizable additional fields to a job, allowing you to use the values from these fields to replace manipulated values, such as item quantities.)

6. Click on 'Confirm'

7. Click on the flow you created

8. Click on 'Add Step'

9. Enter a step name

10. Click on 'Confirm'

11. Click on 'Add Step' again

12. Enter a step name

13. Enable Set Rules (optional)

(If rules have been set for this step, the job cannot move to it unless all requirements are met. If the step has no rules, any job can move in since there are no requirements.)

14. Select a field

15. Select a Conditional Operator

(You can refer the explanation of each conditional operators below the image.)

15.1 Explanation of each Conditional Operator:

a. Start With: Checks if the value entered in an additional field starts with a specific string or number. For example, if the field value is set to '1' in step, the field value in job must start with '1', allowing for values such as '1a', '1b', '10', or any other characters or numbers that follow.

b. Ends With: Checks if the value entered in an additional field ends with a specific string or number. For example, if the field value is set to '9' in step, the field value in job must end with '9', allowing for values such as 'a9', 'b9', '19', or any other characters or numbers that precede it."

c. Contains: Checks if the value in the additional field contains a specific substring, which can include letters, numbers, or both. For example, if the field value is set to 'A' in the step, the field value in the job must contain 'A', allowing for values such as '100A', 'A', 'WRAP', or any other characters or numbers. If the value is a capital letter, it will only match uppercase instances, so values like 'a', 'a1', or 'wrap' will not be accepted.

d. Equal: Checks if the value in an additional field matches a specified value exactly. For example, if the value is set to 'Approved' in the step, the value in the job must be exactly 'Approved', no other numbers or characters are allowed.

e. Not Equal: Checks if the value in an additional field is different from a specified value. For example, if the value is set to 'Low' in the step, the value in the job must not be exactly 'Low'.

f. In: Checks if the value in an additional field is within a predefined list of acceptable values. For example, if the values are set to '1', 5, or 10', or characters like 'A' or 'B', the value in the job must match one of these numbers or strings.

g. Not In: Checks if the value in an additional field is not within a predefined list. For example, if the values are set to 1, 5, or 10, or words like 'Approved' or 'Pending', the value in the job must not match any of these numbers or words.

h. Is Empty: Checks if the additional field is empty. For example, if the conditional operator of the field is 'Is Empty', the field value in the job must be empty.

i. Is Not Empty: Checks if the additional field has a value. For example, if the conditional operator of the field is 'Is Not Empty', the field value in the job must be not empty, any numbers or text can be acceptable.

16. Click on '+' and click on 'Add Condition'

17. Select another field and select a conditional operator.

(If you have only 1 field, you may skip this step)

18. Click on 'Confirm'

19. Create 2 more steps, entering step name and clicking 'Confirm'

20. Click on '+'

21. Enter a job title

22. Click on 'Add Additional Field'

23. Select a field and enter the value

24. Click on 'Add Additional Field again, then select another field and enter the value again.

25. Select a due date

26. Click on 'Confirm'

27. Click on 'Job 1'

28. Here you can select an assignee (optional)

29. Click on 'Confirm'