Set Up the Workflow Feature

Knowledge Center > Collect > Setup and Administration > Set Up the Workflow Feature

Set Up the Workflow Feature

Workflow comes with several workflows already created. There are 6 that will be added upon feature installation. To add additional configured Workflows click + Add > From Template > Select Workflow category > Select Workflow.

Workflow_Configuration_1.png

Prerequisites

  • You must have installed the Workflow feature. See Install Zuora Collect Features for more information.

    The Workflow feature uses OAuth to authenticate to your Zuora tenant.

Configure Workflow Parameters

When configuring the Configurable Payment Retry (CPR) feature of Collect, you can identify specific retry logic actions to be taken. One action possibility is to “Trigger Workflow” which will initiate a call to the Workflow feature and initiate a workflow. Link a different Workflow to each action that utilizes the “Trigger Workflow”. When the Configurable Payment Retry feature invokes a workflow, information about each account and payment that has failed in the batch is transferred to the workflow for identification. More than one workflow can be used with CPR’s retry logic, and parameters will need to be configured for each workflow used.

Use the following steps to configure Workflow parameters:

  1. Navigate to Workflow feature instance.

  2. Click Edit of desired Workflow.

    Contact your Engagement Manager or Zuora Global Support for further support with Workflow.

  3. Navigate to Settings tab and complete the following parameter configuration details:

    1. Name of workflow is auto-populated based on initial Workflow configuration.

    2. (Optional) Enter Workflow description for easier identification.

    3. Enable desired Workflow Tiggers.

      • On Demand - Workflow will execute when manually triggered.
      • Callout - Workflow will be executed upon API callout. Must be enabled to work with Configurable Payment Retry.
      • Scheduled - Workflow will be executed based on configured schedule
        Additional schedule details must be completed.
    4. Click Workflow_Configuration_Plus.png to add a new field and parameter.

    5. Complete Mapped Input Fields and Params details:

      Setting Value
      Callout Field Name paymentId
      Object Workflow
      Field Name paymentId
      Required Does not have to be enabled
      Data Type Text
      Default Leave blank
    6. Click Workflow_Configuration_Plus.png to add a new field and parameter.

      Setting Value
      Callout Field Name accountId
      Object Workflow
      Field Name accountId
      Required Does not have to be enabled
      Data Type Text
      Default Leave blank
    7. Click Update.

      Workflow_Configuration_2.png

Create a Manual Task

Manual Tasks in Workflow are used to force human interaction into an automated Workflow process. For example, if you have a workflow that automatically finds and applies late fees to invoices that meet a certain criteria, you can insert a Manual Task to require someone to approve the late fee before it is applied. The Collections Window integrates with Manual Tasks to show Collections agents tasks that have been assigned.

The manual task step of a workflow should come before the action, for example before the late fee is applied or an account is suspended.

  1. Navigate to Workflow instance.

  2. Click Edit of desired Workflow.

  3. Navigate to Settings tab and complete the following parameter configuration details:

    1. Name of workflow is auto-populated based on initial Workflow configurations.

    2. (Optional) Enter Workflow description for easier identification.

    3. Enable desired Workflow Triggers.

      • On Demand - Workflow will execute when manually triggered.
      • Callout - Workflow will be executed upon API callout. Must be enabled to work with Configurable Payment Retry.
      • Scheduled - Workflow will be executed based on configured schedule
        Additional schedule details must be completed.
    4. Click Workflow_Configuration_Plus.png to add a new field and parameter.

    5. Complete Mapped Input Fields and Params details:

      Setting Value
      Callout Field Name paymentId
      Object Workflow
      Field Name paymentId
      Required Does not have to be enabled
      Data Type Text
      Default Leave blank
    6. Navigate back to the Workflow.

    7. Click the + > Manual > Approval to add a manual task to the Workflow.

      The manual task should be added prior to the action of the Workflow.

      Workflow_Configuration_3.png

    8. Enter name of task.

    9. Enter the email(s) of user(s) who will be allowed to approve the task.

    10. Select tag(s).

      Required: Click in box to display dropdown menu, select Account.Name.
      Additional tags can be selected.

      Workflow_Configuration_4.png

    11. Click Update.

      Task will be created and added to workflow.

    12. Configure workflow On Approval and On Reject of manual task using the various task options.

      Workflow_Configuration_5.png

      If you are modifying an existing workflow, all tasks after the manual task will have to be recreated. When all steps have been completed, Workflow should look like the following example with two paths depending on outcome of task.

      Workflow_Configuration_6.png

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