Streamline your sales order approval for product management

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hi my name is hity and I'm a business advisor at ODU in this presentation I will explain why approval workflows are needed in your company I will showcase three practical examples of how you can effectively set up approvals and automate your workflows with auto studio in the new 360. I think we can all imagine different scenarios where you as an employee need the approval of your Superior an approval workflow is basically logical sequence of tasks where a company will Define what needs to be approved but also when something needs to be approved and of course by who it needs an approval before we can move on to the next step a common challenge faced in a lot of companies is that employees and managers are already busy performing their daily activities I think we can all agree that having to create an email or sending a private message every time that you need the approval of your manager can be quite time consuming by setting up approval workflows you will be able to face this challenge as it will produce critical time both spent by your employees and your manager and it will therefore increase efficiency and of course improve the workplace productivity so now it's new in V16 in v14 we introduce a functionality of approval workflows with Studio before this version you need to use some python code if you wanted to set up an approval workflow in our previous version we were able to Define what and when but the who was rather limited to a specific User Group if you wanted to have specific user to get a notification you also needed to use an automated action now in vc16 we made your life even more efficient you can now also Define a specific user who needs to approve your request by adding a specific user to the approval workflow Auto will create a default action for this user they immediately will get a notification when there is something to approve and with the mobile app of overdue you can instantly get a notification on your phone and approve the requests in just one click of your button improving the overall productivity now let's move on to our practical examples in the first flow workflow is a very common workflow because we want to add an approval to our purchase orders of course we don't want every purchase order to be approved our vice president will only need to approve the the purchase order when it is above 10 000 Euros now let's jump into my database I'm here logged in as Mitchell admin I will go into my purchase application and create a new request for quotation I will select the vendor as your interior and selective product my acoustic block screen I will open Studio by clicking on this logo here and then on my confirmation button I will add an approval rule I can click on my set approval Rule and I can Define the user group I can select my purchase administrator purchase administrators have by default the highest right I will then Define when they need to approve this by clicking here on the filter next to it in this example we are going to say that the total needs to be above 10 000 Euros I have voila we can save it and we will add irresponsible this is new in V16 so we can now add our user which will be the vice president and I can add a description if I want to this looks good to me I can close it and then I can see that my confirmation button here because the price is still 278 euros I can perfectly confirm this order as Mitchell admin I will do so and we have created a purchase order I will create a new request for quotation select my vendor and add a product I will use again my acoustic block screen but I will now make the price higher and say it is 15 000 Euros by doing so and clicking on save you can see that there is now a confirmation order a an extra layer me as Mitchell admin I can click as many times if I want to on the button but it will not confirm the order for me it will get a notification here that it needs an approval from my vice president and there will be automatically an activity created for us now I will jump in to the database of my vice president I'm here you can see that I'm logged in as him and I can go to my purchase application I can see in the list view here that I have a new activity current approval I can also see it at the top of my page here at my activity button I can see that I have an activity created here I will click on the purchase order I can either Grant my approval here by clicking on Mark is done or I can grant my approval or hear door Click by clicking on the confirmate confirm order button I will do it like this and my purchase order has created and my activity is automatically marked as done which is amazing now let's move back to our examples for our second workflow we will move into our sales application here we will Define that our employees cannot set a discount on a qualification before they get the approval of our sales manager Laura let's move to our database we will now go into the sales app I will open my sales application and create a quotation I will select the customer they go addict in this example and I will add again a product my acoustic block screen I will open Studio and I can set an approval flow here I will also set it on the send email button not only the confirmation button because of course I don't want my employees to send out a quotation with any discounts so let's set an approval rule here and select our user group we will go for our sales administrators and we will we will add a responsible which will in this case be Laura we can add a description saying that she needs to check the discount and of course we need to add again a filter when she needs to approve it now we are looking into the model of the sale order line so I will look for my order lines and I will look for the specific field that grants me a discount now I don't want to Define if it's 10 15 I just want if they are filling something in on that or on that line I want it to be approved by Laura so we can say if my discount is set and we can save it now we will do the same thing for our confirmation button I will set an approval here and select my user group do a sales administrator and Laura will do it again with check that discount and we will add the filter we go into our order lines and we look for the fields that is discount and it needs to be set perfect I think this looks great if you want to add an extra layer you can always add multiple um approval persons and people to Grant more of a workflow we will close it and we will see this now in action here in this first quotation that I just created there is no discount filled in so me as Mitchell admin I can easily confirm the order by just clicking here and it becomes a sale order now if we will create a new quotation and select my customer they go addict I will select the product my acoustic block screen I will set a discount say 10 when I save it I can see immediately here that I have an approval added to as well as sending an email as well as all my confirmation button if I want to click on it I will not be able to confirm my sale order because there is a request for Laura to reprove it before we can move on now let's go to Laura database as you can see here there's again an activity so if it's on your mobile app you can perfectly use this button as well you click on your sale order and she can see immediately in one click what needs to be approved and she can confirm it in one go and it's perfectly done thank you Laura for confirming my order let's move to our last example for the last workflow it will be a little bit more tricky because here we want to check if the opportunity is still valid and we want to move it to another stage because we cannot add an approval flow on a pipeline stage we will use the previous method there are two options or two solutions either we create a new button like the confirmation button with some python code or we will make an error message using some python expression I will do the latest so let's jump in to our database I will go into my CRM and add goes to an opportunity and here I will add a checkbox I will open Studio I can select my checkbox here and I will Define the financial viability this little will allow me to say when does it need to be checked so if it is checked if it is marked as yes we will be able to move it to the next stage if it's not checked if it's not financially viable we will not be able to move it and we will get a warning message now we need to create this so we will go into our automated actions first thing that we will do is create a warning so I will say let me check delete we will execute some python code and we will do this on update now we will delete this and then I'm just going to zoom in a little bit so it's clear for everyone now what we will do is we will write when it needs to be checked so if my record is in my specific stage named qualified proposition of one so if you have multiple stages you need to add them here and then if it's not my field that I've created with studio so my studio field then I want to raise an error message saying like please check the financial viability for this opportunity in the opportunity perfect once this is done we can save it and we need to of course also create an activity for Laura so let's see Laura when it will still be on my little opportunity we can do it on creation on update or creation um it will of course be on creation and an update and what do we want to do we want to create an activity here we want let's go give it a to-do and she can say check viability by it let's see and then we can define a specific user we can say it doesn't need to be in two days or immediately I say in two days and Laura can do this for me perfect I'm going to zoom out a little bit perfect now let's see this in action we can close off Studio and I will create a new opportunity let's say Odo we will edit there is already an activity created for Laura that she needs to check it I'll just zoom it out one more and I if I want to move it I will get my error message saying like hey please check if it's financially viable for this opportunity now if I move to Laura she can perfectly see the opportunity of course it's not in her pipeline and she can mark it as done here so when she does it when she she has done the checkbox for me me as Mitchell admin I can move back and I can move my opportunity to the next stage no error message because it checks perfect okay now that we know this uh I think if you understand the entire logic of odoo you can use these approvals in order on every button that you see and in all of our apps so making The Logical sense possible understanding the logic will help you improve your productivity and automate your workflow if you have any questions you can ask them later at after this meeting and otherwise thank you for all for listening hello laughs oh it's reached the Scandium it seriously okay can you open the path just in general also open the link right yes let's try like this I'm going to refresh the other one again and let's do it for everyone okay okay um so in a case of multiple sales teams with a few managers how to how do you add different managers to approve different sales orders you can actually add multiple layers so now I only added one approval or approval person into the the line but you can have multiple approvals and then you can just add different conditions maybe manager one needs to approve it with this condition or you need both of them to approve on a certain specific filter so you can apply the filters to it for multiple companies or should it only be configured should it be configured for each company you can do both either the rule applies to all of the companies or you can select um if you're in a multi-company on any um filter you will or you will have an extra layer that is saying do you want to apply it on all companies or just select the specific company that the studio approval flows would be needed for okay how can we create a backup but um uh backup button validation in case of responsible holiday and back up a backup button that someone needs to like yeah that someone needs to be the backup um yeah if there's like yeah I suppose it's like a but just like a small button or something like that where you can just create like in uh like we do our out of office for example okay okay okay sorry the question was not very clear though um either through an automated action you would be able to do it and that you can say like this person is not um not there so in case just because of all the rules that you do you can activate them and deactivate them so maybe if this person is on holiday um we add an extra automated action and then you will activate it during that period so they get another notification okay um what is the difference between uh the responsible and the approval group an approval group so let's say me and Laura are both in sales we are just um we can read write our documents but we don't have Um this can be anyone so in this case if it will be the group either Lara or me would be able to confirm the request when I specify the user it will be by default say okay no Lara needs to approve this request so we can be both in the same group yet they don't want us both to approve the same thing so that's a little bit the difference okay um so what is yeah sorry this one I already said is there a way of reminding an approval but yeah is there a way to send a reminder for an approval yes you can by default you will have your activities and if you follow them they will be in red but we can also trigger warnings that you need to create do your activities or add extra layers to that for sure um but you will get annoyed of course with all the red activity so we have different documentation about policies internal process and SOS on which uh we have an approval uh for the workflow okay is it possible to have all this documentation in final revision with the history for all the employees I think with the knowledge application we will be able to add it there so it's a company policy not sure if you followed the V talk already of what the new app knowledge is about but basically there we will create like a workspace where you define the company policy so everyone can follow them with your consultant of course we will add all these approvals and these workflows already by default into your database so everything will be set up automatically and you don't need to worry about it okay um can we have a group of role and anybody of this group can approve one kind of approval for example if you wouldn't specify the user uh then anyone in that group can confirm or mark it as approved in this case okay um adding python still triggers or do maintenance once the 100 lines are done yeah that's correct and is there any plan change on this policy I don't think so uh we would like to actually don't have customers or anything we would like to avoid the python expressions and the this way of coding uh sometimes it's still inevitable but indeed it triggers maintenance because it's very very technical for departments our support department to update your database so keep in mind any the payment actually that you're doing is because there is a big group of support and developers migrating your database to the new version and they check all your code that you've done and move it back so it's literally if you compare it what is 16 euros per month for someone that entirely upgrades your database acts nothing okay uh so on a purchase order an article needs to be approved by a person sorry on a purchase order an article needs to be approved by a person um and the quantity received oh sorry this this question was really tricky now to read so on a purchase order an article needs to be approved by person a for quantity received and person B for the price is that possible uh it could be the same way that we did a discount in purchase order you have the purchase order lines which is the invoiced item or the price you can set a trigger on but as well as the received quantities so using the filters once more will get you there with the same logic okay so is it possible to ask for multiple approvers yes we already addressed this question indeed we can have multiple approvers uh for the same thing same thing needs to be approved or um with conditions yeah yeah does Mitchell admin get a notification once the record is approved in order you get from anything you know a notification once your user do you will know uh even if because I didn't show this but you get an email you get a notification on your phone anything that is done you get emails or notifications it to a point that it sometimes is too many okay how many conditions can be used in automotations and can the conditions be based on every table followed by the NCTC relationship model as in Dynamics 365. I'm not sure how Dynamics does it but indeed we can have multiple layers so if you use the filters you can add purchase order lines purchase condition is received next the price also needs to to be added you have either ends or or conditions so you can have both into one specific approval flow so I guess it will have the same logic and the same with the entities different entities can have different approval rules um again how you either activate them for all of the companies or just one company okay instead of a specific user can we change the employee's position in the employee module that I don't understand um so I think this means did you change the mutual adminism thing maybe in a in um in an application that was not the employee application or something it means that mean your customer Mitchell admin is me as a employee and the same with the vice president we're all employees so it will only apply it for employees no customer or no supplier can be linked into this environment for that case if that was a question yeah so you can I guess you can change that like edit the edit arrives yeah edit we can change it to Laura or someone else exactly I think we're out of time thank you guys [Applause]