👤 This feature is available for the following applications:
Standalone application ✅
Consortium application ✅
🔐 This feature is available for the following user/s:
Administrator ✅
Application Member ✅
Application User with “Review” ability ❌
Application User ❌
🔍 Purpose
The Workflows function enables you to efficiently follow up Suppliers who may require encouragement to complete their assessment in a timely fashion. Following the initial round of supplier engagement some of your suppliers may require a follow up or reminder to complete an assigned form/questionnaire.
Reminders are used for several supplier prompts, including when a supplier:
Has not yet registered on the application
Has not yet started the assessment
Has started but not yet completed the assessment
🛠️ Prerequisites
Before you can create Workflows, email templates must be created to allow the use of those templates when creating Workflow (reminder) emails. This will allow users to select the relevant templates (that were previously saved) from a drop-down menu instead of drafting a new email for each Workflow that is being created.
📝 Step-by-Step Guide
We recommend setting up Workflows using the following standardised naming convention:
Company name <> Reporting Period <> First Reminder <> Invited but Not Registered
For example: Company ABC <> FY25 <> First Reminder / 1A <> Invited but Not Registered
1. Click on the Navigation menu
2. Click on Workflows
3. Within the module, the Workflows tab is where your workflows will be saved
4. To create a new Workflow, click on the Create button
5. Click on the Name field and name the Workflow using the suggested naming convention
For e.g.: Acme Co <> FY24 - FY25 <> First Reminder / 1A <> Invited but Not Registered
6. Click the Owner Type field and select Organisation (this will allow other members of your organisation to access the templates) and enter the name of your organisation in the Owner field (please note that Acme Co is entered as an example only).
Informed 365 recommends setting the Owner Type to “Organisation” rather than “User” when creating Workflows.
This approach ensures that all active internal users in your organisation can view and edit workflows as needed. It also helps maintain continuity - if team members change roles or leave, your organisation will retain uninterrupted access to these workflows.
7. The “Enabled” toggle activates the Workflow. By default, this toggle is switched off. We recommend finalising your workflow setup first, then returning to enable it once you're confident everything is in place.
8. Click Next Step to set up the Trigger.
9. Click the Trigger field to select the trigger for this Workflow
Triggers commonly used include:
a. Organisation Invited but not Registered
b. Organisation Registered but not Completed a Form
c. Organisation Started but not Completed Form
10. Go to the Schedule to select your preferred frequency/timing of email workflow
Immediately – sends the workflow right away
Once after – sends it once after a set delay
Recurring – set a start date/time and choose to repeat until an end date or trigger limit
In this example, we will use a Recurring schedule. Once completed, click Next Step.
Frequency – select Hourly, Daily, Weekly, Monthly, or Yearly
Start Date – set your preferred start date
Start Time – ideally, the beginning of working hours
Repeat Until – choose Forever (requires a Trigger Limit) or a specific end Date and Time
Interval – set based on your chosen frequency
On – pick the specific day(s) for the workflow to run
Trigger Limit – number of times that you would like the workfloww to trigger
11. Under the Filters tab, select the Created date and preferred end date as to when the Organisation profile was created.
Use the From date to reflect the earliest organisation profile creation date. For example, if the earliest profile in your Group was created on 31 December 2022, set that as your From date.
Then, set a To date to define the end of the date range. This ensures your workflow includes all relevant suppliers created during the selected period.
12. Select the Group of suppliers to whom you want to send automated Workflows. Then click Next to proceed to review the email content.
13. Under the Action tab, click Saved Templates to select from your previously created email templates
Once you select the appropriate template, the Subject and Message section of the Workflow will pre-populate the subject line and email template you created earlier in the Emails module.
14. Select the type of Recipient you want to receive your Workflows for this group of suppliers.
Primary Contact – Sends the workflow email to the user listed as the Primary Contact on the organisation’s profile.
Manual – Allows you to specify any email recipient. You’ll need to provide the first name, last name, and email address.
All Organisation Members – Sends the workflow email to all users associated with the organisation profile.
15. You can also CC internal stakeholders on your Workflow emails. This can include roles such as Category Managers, Account Managers, or Procurement Managers. CC’ing these stakeholders helps keep them informed and aware of supplier engagement activity, ensuring alignment across teams.
16. After entering all required information, Informed 365 strongly recommends using the Test Email function. This allows you to send a sample email to your own address, so you can review the content and ensure everything appears as expected before distributing it to recipients.
You’ll receive the exact email that will be sent to your suppliers, making this feature useful for review and quality assurance.
17. If you're satisfied with the test email, click Save to finalise your Workflow.
18. The Workflow created will appear on the main page of the Workflows module
Note: Do not forget to go back to step number 7 to toggle on 'Enabled' to make the workflow active.
Repeat the above steps for each of the reminder Workflows you wish to create
✋ Need Help?
You have reached the end of this article.
For assistance, please contact your Customer Success Manager, email [email protected], or click the chat icon in the bottom-right corner for further support.