In Zynk a Workflow is a collection of Tasks or "actions", that when ran together can be used to automate your business processes. Once configured a workflow can either be ran on demand through Zynk, or setup using Windows Schedule Tasks to run on regular basis. Each workflow can consist of up to 20 tasks, so some processes may need to be split up over multiple workflows.
For information on how to create workflows using Zynk, see Creating New Workflows
You build up the structure of the workflow by adding tasks from the Task Library, these are added to the current workflows Task List. The example below shows an example workflow that could be used to download orders from a website, convert the data into the required format, import the data as invoices in Sage, and finally email the customers their invoice. You can edit the settings for each task using the grid on the right of Zynk.
Each workflow has a set of properties which can be configured on the 'Properties' tab.
Email Workflow Report
Zynk can email a workflow report after running, which details the tasks that ran and any messages logged. The options available are:-
- Never (default) - will never send any report emails
- Always - will always send a report regardless if the workflow was successful or not
- OnFailure - will only send a report if one of the tasks fails (and break of fail for that task is true)
- OnErrorFlag - will only send a report if the Set Error Flag has been used in the workflow, allowing for finer control of error handling
Email Workflow Report To
The email address(es) to send the workflow reports to.
Include Workflow Log
Choose when the log messages should be included in the report.
You can enter a brief description of the workflow's functions here.
You can enter HTML formatted documentation of the workflow's functions here.
History House Keeping
Settings to control how long entries in the workflow history should be kept. The default setting is 90 days.
Select the type of house keeping to perform. The options available are:
- NotEnabled - Do not perform any house keeping of the archives. All archives will be kept indefinitely.
- NumberOfArchives - Keep the specified number of archives.
- NumberOfDays - Keep archives the specified number of days.
Used to set either the number of days to keep archives for, or the total number of archives to store, depending on the Type setting.
The workflow's unique identification number.
The date the workflow was last ran.
The result when the workflow was last ran.
The name of the workflow. To rename a workflow, right click on the workflow in the 'My Workflows' tab, and click 'Rename'.
Resume Workflow on Failure
Set this to true to allow the workflow to resume from the last failed task. This means that the workflow will pick up from where it left off in the event of a task failing. This setting defaults to true.
This will only apply to tasks where the Common Task Settings setting is true.
If set to false, the workflow will always start from the beginning regardless of the outcome of the previous run.
Show Help On Startup
Set to true to display the documentation when the workflow is opened.
Set to true to prevent more than one copy of the workflow running simultaneously.
The list of workflow variables. See Variables for more information.
The version of Zynk which last saved the workflow.
Typical Use Cases
Two of the most common use cases for workflows are to download data from an e-commerce website and import in into Sage, or export data from Sage and upload it to an e-commerce website. See below for an overview of how this can be achieved.
Download from website to Sage
- Download the required data from the website using the appropriate task. For example, this may be the Export Orders from Magento task.
- Transform the data to the Zynk format. This can be done using the XSLT Transform.
- Import the data into Sage using the appropriate task. For example, this may be the Importing Sales Orders into Sage 50 UK task.
Upload from Sage to website
- Export the required data from Sage using the appropriate task. For example, this may be the Exporting Stock Records from Sage 50 UK task.
- Transform the data to the website's format. This can be done using the XSLT Transform.
- Upload the data to the website using the appropriate task. For example, this may be the Import Inventory Updates in Magento task.