Workflow Automation

Kanban Stage Automation:

• Trigger when tasks move between Kanban sections
• Not Yet Started → In Progress → Testing → Complete
• Custom workflow stages for factory processes
• Multiple actions per stage transition
• Sequential action execution in defined order
• Conditional rules based on task properties
• Unlimited rules per workflow section
• Apply to specific projects or all projects

Production Workflow Triggers:

• MO Created: Auto-create material requisitions, assign production supervisor, notify QC team
• MO Planned: Reserve materials, schedule equipment, create work orders
• MO In Progress: Start time tracking, notify operators, update dashboard
• MO Done: Create packaging task, generate COA, update inventory, notify warehouse
• Quality Check Required: Assign to QC inspector, create testing checklist
• Batch Failed: Create corrective action task, notify QC manager, hold inventory

Lead Management Triggers:

• New Lead Added: Send welcome email, create follow-up task, assign sales rep, add to CRM
• Lead Status Changed: Notify team, update pipeline, schedule next action
• Lead Marked as Qualified: Create proposal task, send information packet, schedule demo
• Lead Marked as Lost: Add follow-up reminder, document reason, add to nurture campaign
• Lead Marked as Junk: Archive automatically, remove from active lists
• Lead Converted to Customer: Create onboarding tasks, setup account, welcome package

Project Stage Automation:

• New Project Created: Create initial milestones, setup project structure, assign team, send kickoff email
• Project In Progress: Start time tracking, activate team notifications, update status dashboard
• Project On Hold: Notify stakeholders, pause timers, document hold reason, schedule review
• Project Finished: Generate completion report, archive documents, invoice preparation, team feedback survey
• Create discussions automatically at key milestones
• Add tasks for standard project phases

QC Workflow Triggers:

• Sample Ready for Testing: Assign to available QC inspector, create test checklist
• Test Completed - Pass: Generate COA, approve batch for packaging, update inventory
• Test Completed - Fail: Create corrective action task, notify QC manager, hold batch, investigate root cause
• Out of Specification: Escalate to supervisor, create quality incident, notify production
• Certificate Generated: Send to customer automatically, archive in quality records
• Audit Scheduled: Create preparation tasks, notify team, gather documentation

Maintenance Workflow:

• Preventive Maintenance Due: Create maintenance task, assign technician, order parts
• Equipment Breakdown: Create urgent repair task, notify maintenance supervisor, update production schedule
• Maintenance Completed: Update asset records, close work order, schedule next maintenance
• Calibration Due: Create calibration task, notify QC, schedule equipment downtime
• Spare Parts Low: Create purchase requisition, notify procurement

Automated Communications:

• Send customized emails on workflow triggers
• Template-based email content
• Dynamic data insertion (batch numbers, dates, names)
• Multiple recipients per rule
• Internal staff notifications
• Customer notifications
• Supplier communications
• Escalation email chains

Intelligent Task Routing:

• Assign tasks to specific staff members automatically
• Role-based assignment (QC Inspector, Maintenance Tech, Supervisor)
• Department-based routing
• Load balancing across team members
• Skill-based assignment matching
• Round-robin distribution
• Backup assignment if primary unavailable

Process Documentation:

• Add standardized comments automatically
• Mention users (@username) for notifications
• Append process notes documenting steps
• Timestamp all automated actions
• Compliance documentation automatically
• Audit trail creation
• Unlimited comment length

Automatic Reminders:

• Create reminders at workflow stages
• Set reminder dates relative to trigger (e.g., +7 days)
• Assign reminders to specific staff
• Email notification on reminders
• Recurring reminders until completion
• Escalation reminders to supervisors

Automatic Updates:

• Change task priority automatically (High, Medium, Low, Urgent)
• Update task status as workflow progresses
• Mark tasks complete automatically
• Set due dates dynamically
• Update custom fields
• Change visibility settings

Rule Configuration:

• Create unlimited automation rules
• Multiple rules per workflow section
• Define action execution order/sequence
• Conditional logic (if-then-else)
• Combine multiple actions in single rule
• Enable/disable rules without deletion
• Test rules before activation
• Clone and modify existing rules
• Rule templates for common workflows

Egg Pasteurization Factory Examples:

• Batch Production Flow: New MO → Reserve eggs → Assign operator → Create QC task → On completion → Generate COA → Package → Ship
• Quality Failure Response: Test fails → Hold batch → Notify QC manager → Create investigation task → Assign root cause analysis
• Customer Order Processing: New order → Check inventory → Create MO if needed → Reserve materials → Schedule production → Notify customer
• Equipment Calibration: Calibration due → Create task → Assign QC tech → Order calibration certificate → Update equipment log
• Supplier Management: Low inventory → Create purchase requisition → Notify procurement → Approve → Generate PO
• Invoice Collection: Invoice overdue → Send reminder → +7 days → Escalate to manager → +14 days → Hold shipments
• Employee Onboarding: New hire → Create training tasks → Assign buddy → Schedule orientation → Setup equipment
• Compliance Audits: Audit scheduled → Create preparation tasks → Assign document gathering → Notify team → Generate reports

Business Impact:

• Eliminate Repetitive Work: Staff focus on value-added activities, not administrative tasks
• Ensure Consistency: Every process executed the same way every time
• Reduce Errors: Automated workflows prevent missed steps and forgotten actions
• Faster Execution: Instant actions without waiting for manual intervention
• Improved Compliance: Guaranteed documentation and audit trails
• Better Communication: Automatic notifications keep everyone informed
• Scalability: Handle increased volume without proportional staff increase
• Knowledge Retention: Best practices encoded in workflows