Predefined Instructions

Predefined instructions are special commands that automate additional actions within the workflow stages. Unlike other instructions, these can automatically trigger important updates, such as overwriting working time, updating actual consumption and checking stock, changing equipment, or sending emails. Basically, by automatically collecting information from colleagues operating the workflow, iflows performs a series of updates that would otherwise have needed to be done manually.

To add an instruction to a stage, use the "drag and drop" function. Drag the desired instruction and place it in the corresponding action: pickup, pause, or completion, from within a stage. This allows you to decide the moment when the instruction will be activated.Most of the time, instructions are placed at the completion of the stage, as that is when we have the most information available to perform the necessary updates.

In the history of an order, there is a column called “Instruction Details” where all information entered through instructions, regardless of their nature, is documented and easy to track.

We will detail each instruction one by one:

The "Working Time" instruction allows users to manually add the working time allocated to a task in a specific stage. The iflows platform automatically calculates the time spent on a task, starting from the moment it is picked up in the system until completion. However, there may be situations where the automatically calculated time does not exactly reflect reality. For example, if an employee forgets to register the start of a task, the working time will be inaccurate, which can lead to erroneous data in the platform.

When this instruction is included in a stage, the user has the possibility to enter the estimated working time in minutes. Upon completion of the stage, the “Working Time” line will appear, where this estimated time can be entered. In that specific order, the estimated time will be visible both in the “Time Worked” field and in the details section, which will highlight the fact that a manual overwrite was used.

Also, at the bottom of the order, a graph will be displayed showing the time worked for each individual stage and the cumulative total.

The "Actual Consumption" instruction allows users to manually enter the actual consumption after completing a stage. For example, if an order initially estimated to use 3 meters of material ends up using 5 meters due to a production issue, this instruction allows for the update of the actual consumption. This automatic update affects both stocks, reflecting the actual consumption, and the costs associated with the order.

Once we reach the stage where we introduced this instruction, a line will appear asking for the actual consumption, pre-filled with the estimated quantity. If the actual consumption differs, we will enter the new value. Subsequently, in that order, both the actual consumption and the recorded loss will be visible in the details column. In addition, stocks will be updated automatically to reflect the correct consumption.

The "Usable Remnant" instruction allows for the registration and reuse of material remnants left over after production. This applies only to materials measured in divisible units, such as meters (m) or square meters (sqm). It does not apply to indivisible units, such as pieces.

For example, in production, pieces of material may remain, such as forex or PAL boards, which can be reused later. With this function, operators can register the remaining material remnants. These remnants are automatically added to the system with the name "Rest" (Remnant), followed by the material dimensions and the product name. For example, "Rest 1.00x1.00m PAL Board".Thus, when we create a new order, we can check the available remnants and reuse them, saving materials.

The "Processed Quantity" instruction allows users to manually enter the quantity of product processed within a stage before the line is completed. This function is typically applied in the “Pause” action. Every time someone takes a pause, they can register the quantity processed up to that point. Thus, if someone else takes over that task, they will know exactly how much has already been processed and how much remains to be done. Even in the absence of an operator change, the management team may want to see the progress of the order, monitoring how much has been achieved up to that point. This helps with more efficient management and increased transparency in the production process.

The "Change Equipment" instruction allows operators to modify the equipment associated with a product within an order. Products have, on their profile page, one or more compatible pieces of equipment. In situations where the initially allocated equipment needs to be changed, either due to a malfunction or because another piece of equipment is considered more efficient, operators can make this change directly in the workflow.

This instruction is frequently used either at pickup or at pause. In the dedicated window, the operator can select the desired equipment and the corresponding work profile. This ensures flexibility and continuity in the production process, allowing for quick adaptation to any necessary changes.

The changes made will be visible in the order details, in the “Details” column, where the new equipment and profile selected will be mentioned.

The "Package Details" instruction allows users to enter information about the number and weight of packages. In the instructions window, users can specify the total weight of the package (in kilograms) and the total number of packages. This information is then documented in the order history, in the “Instruction Details” column.

The "Delivery Details" instruction allows users to enter information related to delivery, such as the address, delivery method, AWB, and payment details. After completing the action in which this instruction is used, iflows will automatically send the client a confirmation email and/or SMS, if the notification options are activated. SMS and email notification options can be checked if they are active or inactive on the client's page, at the bottom, in the notifications section.

Changes to SMS/email templates can be made in the Settings - Templates - SMS section, and for email in the Settings - Templates - Predefined section - Title “Completed Order Notification”.

The "Comments" instruction allows users to add relevant notes or observations to a stage. Examples of use:

• Quality observations: "The product has a small scratch on the side surface."
• Delivery information: "The client requested delivery between 14:00 - 16:00."
• Problems encountered: "A printing error occurred, production time will be extended."

These comments are documented in the order history and help ensure clear and complete communication between team members.

The "Check Stock" instruction allows users to confirm if there is sufficient stock to complete the current stage. The system checks the current available stock and compares it with the quantity required for processing. For example, if an order requires 50 units and there are only 20 units in stock, the stage will not be able to be completed due to insufficient stock.

This instruction can be placed in any stage and in any action. For example, in a stage called “Procurement”, the instruction can be set at completion to ensure that an order cannot proceed to production if the stock is not sufficient.

Please note that it is not necessary to wait with the entire order until stock arrives for all products. If some products in that order have sufficient stock, you can continue processing only for those products while waiting for stock for the rest. This allows for the partial processing of products, ensuring the continuity of activities without unnecessary delays.

The "Client Signature" instruction allows the user to capture the client's holographic signature. This is most often used in “Delivery” or “Installation” type stages. In the stage where this instruction is introduced, a space will be created where the client can sign. The captured signature will be visible in the order history. In the future, integration of this signature into certain internal documents is planned for clearer tracking and validation of the delivery or installation process.

The "Add File" instruction allows users to upload relevant files for a specific order or stage. This is useful for attaching documents, images, technical specifications, or any other files necessary for the order. Uploaded files will be visible in the order history, ensuring centralized management and easy access to all relevant information.

The "Send Email" instruction allows the operator to send emails directly from the Workflow. This is useful for communicating quickly and efficiently with clients without leaving the platform. Email templates can be added and customized from the Settings menu, Templates page, Email tab. This instruction has a dedicated tutorial that provides additional details about its use.