Introducing Automation

 
TLDR of this Webinar

Eliminating manual work is
the key to efficient operations

Time to let the robots handle frequent, repetitive tasks with TradeGecko! Learn how to customize and automate your sales order workflows once and for all.

Webinar Details

Duration: 22 mins. Available to watch now
Transcript: Read now

What you'll learn

  • Understanding TradeGecko Automation and its value
  • Basic / Sample Workflow
  • Subscription availability

Here’s your hosts from TradeGecko

Vida Salazar

Account Manager

An account manager that has an 8-year background in supporting customers leverage on cloud solutions and has a passion in helping them be successful while using TradeGecko platform.

Vida-02

 

 

Find out more about TradeGecko.

 

Transcript of the webinar:

Hello everyone, thank you for joining me today in our 3rd TradeGecko webinar session for this year. My name is Vida and I’m part of the Account Management team. 

Happy to see that you all showed up and took some interest in our very important topic, which I could say is one of the most powerful tools that you can find in the TradeGecko platform which is what we call “Automation”.

This webinar will last for approximately 45 min and I will walk you through a high level demo of the TradeGecko automation and how this feature can help you automate your sales order workflows.

Few housekeeping items for today’s webinar, all attendees are automatically muted by default. You can ask questions using the Q&A box and Richard from the account management team, Alex from Product (who’s also here with us today) will answer that at the end of the presentation, and if we don’t get to answer them live, we’ll respond to you directly via email.


If you have any questions or would like to discuss a specific workflow, email us at success@tradegecko.com and we'll have your account manager reach out to you later on



Introduction

Now, let’s take a look at today’s agenda. 

a.) Understanding Tradegecko Automation

b.) How Automation can help automate your workflow

c.) Basic Workflow / Sample Workflow

d.) Subscription availability

e.) Q&A

 

What is TradeGecko Automation and its value

As a business owner, or whether you’re part of the sales and operations team, there are definitely benefits of being released from unnecessary tasks and as much as possible, we all seek to be efficient so we can focus our time and effort on more important things in the business. 

Eliminating manual work is one of the keys to becoming efficient in our operations.

With the help of Automation, used to be: TradeGecko Connect, it will allow you to automate repetitive and time-consuming workflows, such as assigning orders to the specific team members, adding tags to the Sales Order or Relationships, Simple order routing - based on location/stock levels, and a lot more.

What Value does Automation do for your workflow

This feature will benefit users/businesses that wants to automate their Sales Order and Workflow and those that has high order volume.

Here are some of the popular use cases with our customers:

  1. Adding discounts, line items and shipping costs to orders
  2. Routing orders to a fallback warehouse if stock is low
  3. Notify team members via email or Slack when order requires action
  4. Adding tags or notes to orders and customers
  5. Creating a fulfilment upon order finalization
  6. Sending a sales order invoice
  7. Assigning a team member to particular orders
  8. Invoicing only items with available stock
  9. Sending payment notifications
  10. Identify and manage orders from high value customers

 

Basic Workflow 

There are three basic workflows in the Automation, these are Events, Conditions (If, Else) and Actions (Then)

So let’s take a look at the Trigger Base Workflow. 

Basically you are creating Rules based on IF and THEN criterias. It also allows you to have multiple IF and THEN criterias. And of course you have to make sure that  ALL conditions of IF and THEN must be met for the rule to apply.

 

Sample Workflows

Now let’s move on to some of the sample workflows to make more sense out of the basic workflow.

We have prepared 3 common workflows which may be helpful to everyone and has helped a lot of customers from TradeGecko as well. First is re-assigning of a warehouse, then automate a shipping cost and lastly sending customers a confirmation of invoice via email. 

 

Okay, let’s talk about the “Re-assigning of a Warehouse” -
It could happen that sometimes the ordered product may not have enough stock in the Primary warehouse so this workflow helps you to automatically check if there is enough stock to fulfill an order, and if not, it will route the order to another backup stock location. 

Now let’s go to the Automation and create this workflow. To do that, click on the Sales Order tab > click on “Automation” and at the upper right click on the  “create new workflow” button. 

So first, let’s type in the workflow name as (Reassign Warehouse SG)

On the Event field, let’s select “Sales Order Created” 

Then on the IF Trigger, there are tons of options in here, all of these trigger points can be found in the actual sales order. But now what we wanted is for order that has insufficient stocks to re-route to another warehouse, so with that, let’s select “order.has_insufficient_stock”, and the condition is “in” the Primary Location.

One thing to note is that the “conditions” option presented changes depending on the event selected. 

Now let’s click on THEN to select an action. Since we want to reroute to another location/warehouse, we are then going to select “Assign to Warehouse”, then select the warehouse that you would like this the order to be assigned to.

In this example let’s select “Telok Ayer”.  

Just keep in mind that when choosing a fallback warehouse, ensure that you select a warehouse where you are certain has stock in abundance or is replenished frequently.

Once you’re done building your workflow, click on SAVE and you will see a summary of the rule you have created. 

To see this, click on the Workflow tab. From here you will see the list of the workflows you have created, you can also see the event type, you will also see that the status is automatically enabled. How many times the system ran this workflow.

Now let’s create a Sales Order that has insufficient stock on the primary location and how automation will update the sales order based on the criterias we have created.

When the order is created originally in the Primary Location and order quantity is 15 but the Primary location only has 5 (which is insufficient), what the rule we have created earlier will do is it will automatically change the location to Telok Ayer (which is what we have selected earlier),  so now there’s sufficient stock to fulfill the order created. 

Later on, I’m going to show the changes that Automation applied on this transaction. We’ll get back to it in a couple of minutes. 

 

The next example is Automate a Shipping Cost. 

What we wanted to automate is if a sales order is less than $150, the system will then add a shipping cost to the order for $10.

We do have a template that’s quite similar to this workflow which is available in the Templates tab. Ao when you click on it, you will see all the available templates that you can use and edit depending on your needs, but for this example let’s select “Add free shipping on sales order over $1000”.

When you click on this template, you will see the workflow name, events and actions automated already. You just need to tweak it a little bit depending on what you need. 

So again for our example if order is less than or equal to $150 the system should add a shipping cost to the order for $10.

So now, let’s just change the workflow name to “Shipping less than $150” and we’ll leave the Event and IF criteria as it is and just change the condition to “is less than or equal to” the amount to $150.

Then the action is “Add shipping cost to Order” is also the same but amount to be added should be $10. And for the label, let’s change it to “Shipping”.

Once you save this, it will then show a summary of the rule. So what this means is if the Sales Order created met these criterias, it will automatically add a shipping cost of $10 before tax.

Now, let’s create an actual Sales Order,  with an order total of  less than $150 and let’s check on the shipping amount of $10 that’s added by Automation later on. 

 

The next example is sending customers a confirmation of invoice via email. 

It is proven that you get paid faster and also builds customer’s trust if you send them an email notification upon placing an order. This workflow is great so you don’t have to manually notify customers, of the order they just recently placed.

Now to do this, we need to go back to the create workflow page. 

Type in the workflow name as Customer order confirmation email. Then, our event will be “Sales Order Finalized”. Condition IF is order.invoice_status is Equals to Uninvoiced, partial and Invoiced. AND we’re going to add another condition to make it more specific 2nd IF condition will then be order.total is greater than, 0. This is to ensure that all orders with an amount will be sent an email notification. 

Action will THEN be “Send an email”. You will see these notes below with options you can key in the email field, but since we are sending it to a customer we can just copy the suggested variable which is - the system will pull through the default email address in the customer relationships.

You can also cc, another email address there using a variable. 

You may also select your desired email template, so in this example we will select “order confirmation” and the email message will auto-populate below. You can also directly type in your desired email message to the customers by selecting “custom email template”. 

Just quick information, with Regards to the Email Templates, you can create it by clicking on the settings tab > and click on Email templates. You can either edit the existing template by clicking on it, or you can create a new one too. 

Okay, now going back to the automation, once you have setup the Events, conditions and Actions and you’re ready to go, just click on Save. Again, you will see a summary of the criterias you have created. 

So FINALLY I can show you the changes that the Automation has done on the sales order we created earlier on. So first let’s look at the Re-assigning of a warehouse. As you can see the warehouse now changed from Primary location to Telok Ayer and you will see in the Activity History the details of the changes as well.

Now, if you check the other sales order we created that met the rules in adding a shipping fee, you will see a $10 shipping fee in one of the line items. You will also see the activity history at the upper right of the screen and that’s it!

 

Subscription Availability

Automation is FREE for all subscription plans with maximum of 3 enabled workflows. Should you wish to get unlimited workflows, you may get in touch with your Account Manager at success@tradegecko.com.

Thanks so much for joining us, and we wish you and your business all the very best during these times. Please feel free to contact us at success@tradegecko.com with any questions.