Event-based flows

Event-based flows are one of the three flow types in PlentyONE Flow. The other two types are time-based flows and manual flows.

In event-based flows, the occurrence of a defined event triggers the flow run for the order concerned.

Examples of event-based flows

Examples will be added soon.

1. Creating a new event-based flow

Go to Automation » Flow Studio.
→ The Flow Studio overview opens.
Click on Create flow ( ) in the top left of the toolbar.
→ A stepper opens and guides you through the following three steps.
1. General
  1. Enter a unique name and, if necessary, a description for the new flow.
  2. Click on Next.
2. Trigger
  1. Select Event-based as the trigger.
  2. Click on Next.
3. Settings
  → The dropdown lists Flow available in and Trigger selection appear.
  1. If required, select a UI from the optional drop-down list Flow available in.
    → The option to manually trigger the flow directly from the selected UI is added to the group functions in that UI.
    Note: UIs currently selectable from this drop-down list: Order UI.
  2. From the mandatory dropdown list Trigger selection, select the event that is to trigger a flow run (and perform any additional settings required for that event). Refer to the explanations in the chapter Selecting the triggering event.
    Note: If the trigger event has additional settings, then these are invariably mandatory. Without performing them, you will not be able to save the flow.
  3. Click on Save.
    → The flow is created.
    → The Flow Studio canvas appears, on which two elements are already displayed: The trigger type and the placeholder for the next step. Note: With some event-based flows you cannot save the flow if it consists of only a trigger. In such cases, you need to add at least one further step to be able to save the flow.
Now configure the new flow. Refer to the explanations in section Configure event-based Flows.

2. Selecting the triggering event

When creating an event-based flow in Flow Studio, you will be asked to select the triggering event from a drop-down list. The events are divided into categories.

Click on one of the following event categories for explanations of the available events.

Document category: Contains all document-related events that can trigger a follow-up action in Flow.
Order category: Contains all order-related events that can trigger a follow-up action in Flow.
Order item category: Contains all order item-related events that can trigger a follow-up action in Flow.
Purchase order category: Contains all purchase order-related events that can trigger a follow-up action in Flow.
Payment category: Contains all payment-related events that can trigger a follow-up action in Flow.

Note: Only one triggering event can be selected per flow.

Using filters

Once the triggering event has been defined, filters can be set in the lower section. This allows you to limit the triggering events to specific objects with specific properties. Multiple filters can be linked with AND/OR.

2.1. Document category

Table 1. Document category
Event	Explanation
Document created	Select this event if a flow run is to be triggered by the creation of a document in an order. Additional settings: Then select the triggering document types from the drop-down list. *Note:* The corresponding document template must be set up before a document can be generated. Available document types Pick-up/Delivery note Offer Order confirmations Custom order document Entry certificate Coupon Credit note Adjustment form Delivery note Dunning letter Reorders PO delivery note Pro forma invoice Invoice Repair slip Return slip Multi credit note Multi-invoice Reversal credit note Reversal dunning letter The procedure generates a reversal document invoice for an order. Voucher
Document marked as faulty	Select this event if a flow run is to be triggered by a document being marked as faulty. Additional settings: Then select the triggering document types from the drop-down list.
Document uploaded	Select this event if a flow run is to be triggered by an external invoice or credit note being uploaded for an order. Additional settings: Then select the triggering document types from the drop-down list. Available options: External credit note External invoice Uploaded documents
Return label saved	Select this event if a flow run is to be triggered when a return label is saved for an order. Additional settings: No additional settings.

2.2. Order category

Table 2. Order category
Event	Explanation
Order address changed	Select this event if a flow run is to be triggered by the billing or delivery address being changed in the order. Additional settings: Then select the triggering address types from the drop-down list. Available address types: Invoice address Delivery address
Order created	Select this event if a flow run is to be triggered by the creation of an order. Additional settings: Then select the triggering document types from the drop-down list. Available order types Subscription Offer Order Warranty Credit note Delivery order Reorder Repair Return *Note:* Select this order type for returns that were initiated outside of the My Account section in the online shop. Return (by customer) *Note:* Select this order type for returns initiated by end customers in the My Account section of the online shop. Multi-order Multi credit note Redistribution Incomplete order Advance order
Order note added	Select this event if a flow run is to be triggered by an internal note being added to an order. Additional settings: No additional settings.
Order note from customer	Select this event if a flow run is to be triggered by an end customer adding a note to an order. Additional settings: No additional settings.
Order payment method changed	Select this event if a flow run is to be triggered by a payment method change in an order.+ Additional settings: Then select the triggering payment method from the drop-down list. Available options: Bank posting Manual payment
Order status changed	Select this event if a flow run is to be triggered by an order changing to one of the selected order statuses. Additional settings: Then select the triggering order status from the drop-down list. Available order statuses: Incomplete data Waiting for payment & activation Activated, waiting for payment Waiting for activation Waiting for payment In waiting position Ready for shipping; waiting for payment Dunning letter sent In preparation for shipping Cleared for shipping External processing Currently being shipped Outgoing items booked Order exported Canceled Canceled by customer Return Items are checked Waiting for return from wholesale dealer Warranty initiated Exchange initiated Credit note created Warranty Credit note Credit note disbursed Repair Multi-order Multi credit note
Order sums updated	Select this event if a flow run is to be triggered by a change to the order total in an order. Additional settings: No additional settings.
Order type changed	Select this event if a flow run is to be triggered by an order changing to another order type. Additional settings: Then select the triggering order type from the drop-down list. Available order types: Order Advance order
Outgoing items booked	Select this event if a flow run is to be triggered by the outgoing items being booked automatically or manually for an order. Additional settings: No additional settings.
Package number changed	Select this event if a flow run is to be triggered by changing the package number in the order. Additional settings: No additional settings.
Repair status changed	Select this event if a flow run is to be triggered by an order changing to a different repair status. Additional settings: Then select the triggering repair status from the drop-down list. *Note:* Available for selection are the self-created repair statuses.

2.3. Order item category

Table 3. Order item category
Event	Explanation
Warehouse of order items manually changed	Select this event if a flow run is to be triggered by a manual change to the warehouse for the items in an order item. Additional settings: No additional settings.

2.4. Payment category

Table 4. Payment category

Event

Explanation

Payment status

Select this event if a flow run is to be triggered when an order changes to a different payment status.

Additional settings:
Then select the triggering statuses from the drop-down list. The flow run starts automatically as soon as an order changes to one of the selected statuses.

Available options:

Event

Explanation

Complete

A flow run is triggered when complete payment is recorded for an order,assigned, i.e. on an order being paid for in full.

Partial payment

A flow run is triggered when a partial payment is booked.
This event can trigger multiple flow runs for the same order, for example if a customer makes several partial payments.

Overpay

A flow run is triggered when a customer overpays an order.

Rejected

A flow run is triggered when a payment is rejected by a payment provider.

Advance payment complete

A flow run is triggered when the advance payment is completed by the customer.

2.5. Purchase order category

Table 5. Purchase order category
Event	Explanation
Purchase order finished	Select this event if a flow run is to be triggered by the completion of a reorder or a redistribution. For example, this is the case as soon as all items contained in the reorder or redistribution have been fully booked in or booked. Additional settings: No additional settings.
Purchase order initiated	A flow run is triggered when a reorder or a redistribution is initiated. With reorders, this means that the reorder is transmitted to the supplier. Redistributions are initiated when the process of booking items from a source warehouse to a target warehouse is started. Additional settings: No additional settings.
Status reordered goods	Select this event if a flow run is to be triggered by the status change of an order of the type reorder or redistribution. Additional settings: Then select the triggering statuses from the drop-down list. Available statuses for reorders/redistributions: Delivered Partly delivered Booked out Partly booked out Booked in Partly booked in *Note:* Depending on your selection here, the event triggering the flow run is a complete or partial booking in (for incoming items) or booking out (for outgoing items) of reordered stock.

2.6. Plugins category (Legacy)

This group contains all plugin-specific triggers that are available in the event procedures (the predecessor system to Flow).

Which events are available to you in this event group depends on the plugins you have installed in your system.

3. Configuring a new event-based flow

In the menu Automation » Flow Studio, open the existing flow.
Note: Refer to the section Create an event-based flow for information on how to create a new flow.
→ The Flow Studio canvas appears, which contains the first two elements of the flow:
- The blue element stands for the selected trigger event Note the information about the selected trigger event in the right-hand column of the canvas view.
- The white element is a placeholder for the next flow step.
Select the next flow step from the column on the left and add it to the flow by dragging it to the appropriate position. The following options are available:
- Actions: Here, you select the action to be performed for the orders that reach the respective stage in the flow. Use the Flow actions.
- Controls: Here, you select the appropriate control for the flow step. The controls apply set filters to evaluate objects before routing them to the next step. Refer to the manual page Use the Flow controls for more information.
Add more actions and controls as necessary, until the business process has been fully mapped out.
Save () the flow regularly as you create it.