This example provides an end-to-end overview of the warehouse reception process, integrating automation and human involvement at various stages.

The following steps, created in the process editor, outline the process for moving a shipment through the warehouse reception process, ensuring efficient handling of purchase orders, validation, approvals, and communication with suppliers.

Designing and managing a complex process requires precision, clarity, and adaptability. The Process Editor offers a suite of intuitive design tools that empower you to visualize, structure, and optimize such workflows efficiently. Let's understand how these designing tools can enhance the Warehouse reception development process.

  1. Create a process automation:
    1. From your local machine, log in to your Control Room as a Bot Creator.
    2. From the left pane, click Automation, and then click Create new > Process.
    3. In the Create process page, enter a name as Warehouse reception process for the new process automation. By default, process automations are saved in the \Bots\ folder. Click Browse to change the default folder.
    4. Click Create & edit.
  2. To add initial form and data to the process automation, click Start and enter the details in the following fields:
    Field name Value
    Element ID ProcessRequest
    Request title
    amp;ProcessRequest{meta}{id}.Number:toString$
    Note: The PO number ( for example PO# 008547) is created as a variable since it changes whenever a new PO is raised.
    Task name (optional) Receipt Initiated
    Start with form Choose the file path: Bots\Supply Chain\Warehouse\User Forms\Entry_Form
    Note: When the process will be started, a form will be presented to the requestor to fill in the following shipment details to begin the process. (PO number, Date, Time, Receipt Type, Truck ID, Driver ID, Bill of Lading (BOL) file.
    File storage location Automation Co-Pilot Storage
    Data privacy tag (optional) 959
  3. Add Bot task to extract PO/BOL details and enter the values in the following fields:
    Field name Value
    Element ID DA_Extraction
    Task name (optional) Document Automation Extraction (GenAI)
    Bot Choose the file path: Bots\Document Workspace Processes\Bill of Lading with Notes\Bill of Lading with Notes_extractionbot
    Input values Select the following check boxes and enter the values:
    • For the File nputFilePath check box, choose the Variable option and enter the expression as
      amp;ProcessRequest{input}{File0}$      .
    • For the String LearningInstanceName , enter the value as Bill of Lading with Notes.
    Execution mode Remote execution
    Queue timeout 24 hours
  4. You can speed up workflow creation by allowing the insertion of tasks using Quick Add, which suggests relevant tasks without dragging from the task pane.

    Add Document Validation task to validate the extracted data. Adding this task verifies and processes BOL documents for accuracy. Enter the details in the following fields:
    Field name Value
    Element ID DA_Validation
    Task name (optional) BOL Validation
    Document ID &DA_Extraction{output}{ExtractionBotOutput}.Record:toString$
    Task contributor Select Request creator option
    Task requester and assignments Choose the Custom tab and select the Request creator option for both the Task requestor and the Task assignment fields.
  5. Add Conditions to the process automation. Add an If condition and enter the values in the following fields:
    Note: If the criteria are met (that is, the status is not equal to VALIDATION_REPROCESS), the automation proceeds to the next step. The process cancels and exits the workflow if validation fails.
    Field name Value
    Update request title (optional) Document Validation Task
    Description (optional) Document Validation Task
    Condition Complete the following fields:
    • Conditional: String
    • Source:
      amp;DA_Validation{meta}{status}$
    • Operator: Not equal to ()
    • Target (optional): VALIDATION_REPROCESS
    • Select the Match case check box.
  6. If you have issues with node alignment, the dot grid background can help you align tasks. This ensures a clean layout, making it easier for debugging and for stakeholders to review the business process. At this step, add an API task to retrieve official purchase order details from SAP. Enter the values in the following fields:
    Field name Value
    Element ID Fetch_PO
    Task name (optional) Retrieving Purchase Order Details in SAP (ME23N)
    API Choose the file path: Bots\Supply Chain\Warehouse\Automated Tasks\Fetch_PO
    Input values Select the check box String Purchase_Order_Number and enter the variable expression as
    amp;DA_Extraction{output}{PO_Number}$    .
  7. Add a Form task to match the purchase order details with the BOL extracted data. Enter the values in the following fields:
    Field name Value
    Element ID BOL_PO_Matching
    Task name (optional) Matching BOL to PO
    Form mode Choose Interactive and add the following buttons:
    • Primary: Send for Approval
    • Cancel: Cancel Receipt
    Task expiration time No expiration
    Task contributor Manually assigned
    Task requester and assignments Default
    Form Choose the file path: Bots\Supply Chain\Warehouse\User Forms\Checker_Form
    Input values Select the following check boxes and enter the expressions:
    • Table: Table 1:
      amp;Fetch_PO{output}{PO_BOL_Items}$
    • String TextBox0:
      amp;DA_Extraction{output}{PO_Number}$
    • String TextBox1:
      amp;Fetch_PO{output}{BOL_Number}.Number:toString$
  8. Add an API task to generate an approval recommendation. Enter the values in the following fields:
    Field name Value
    Element ID AI_Agent_Approval_Recommendation
    Task name (optional) AI Agent: Approval Recommendation
    API Choose the file path: Bots\Supply Chain\Warehouse\Automated Tasks\AI Recommendation Agent
    Input values Select the check box String SupplierName and enter the expression as
    amp;Fetch_PO{output}{Shipper_Name}$    .
  9. Add an approval Form task. At this step, the supervisor reviews and either approves or declines the request. Enter the values in the following fields:

    When you click any node such as Form node, the small circles on all sides are node borders used to connect tasks. Handles facilitate the seamless linking of tasks, enabling a logical flow from shipment initiation to supplier notification.

    Field name Value
    Element ID Approval_Form
    Task name (optional) Approval Step
    Form Choose the file path: Bots\Supply Chain\Warehouse\User Forms\Approval_Form
    Input values Select the following check boxes and enter the expressions:
    • String : hiddenVariable0 (decision):
      amp;AI_Agent_Approval_Recommendation{output}{Decision}$
    • String hiddenVariable1 (details):
      amp;AI_Agent_Approval_Recommendation{output}{Details}$
    • String hiddenVariable2 (sources):
      amp;AI_Agent_Approval_Recommendation{output}{Cited_Sources}$
    • Table Table1 (BOL Line Items):
      amp;Fetch_PO{output}{PO_BOL_Items}$
    • String TextBox0 (Purchase Order Number):
      amp;DA_Extraction{output}{PO_Number}$
    • String TextBox1 (Bill Of Landing Number):
      amp;DA_Extraction{output}{BoL_Number}$
    • String TextBox2 (Reception Clerk)
    Task requester and assignments Select the Custom tab and choose the Request Creator option for Task requester. For Task assignment, select Specific user group > Team and choose Supervisor from the list.
    Number of approvals required 1
    Task expiration time 1 week
    Action button labels
    • Approve button label: Select Approve from the list.
    • Decline button label: Select Decline from the list.
    Note: If the supervisor approves the request, the process proceeds with the next step, which involves creating an OSD claim in Salesforce. If the supervisor declines the request, the process cancels and exits the workflow.
  10. Add Conditions to the process automation. Add an If condition and enter the values in the following fields:
    Field name Value
    Update request title (optional) Approved By
    amp;Approval_Form{meta}{contributor}.Table:toString$r}[0]$
    Description (optional) Approved
    Condition Complete the following fields:
    • Conditional: String
    • Source:
      amp;Approval_Form{meta}{status}$
    • Operator: Equal to (=)
    • Target (optional): APPROVAL_COMPLETED
    • Select the Match case check box.
  11. Add an API task to create an OSD claim in Salesforce. Enter the values in the following fields:

    Let's say you want to perform any operation on the element. The process editor provides you with the flexibility to perform bulk operations, such as copying, pasting, deleting, and disabling. You can click the vertical ellipsis and choose an action from the list to perform a required operation. Node action menu enhances efficiency when managing large workflows like this with repeated patterns.

    Field name Value
    Element ID Create_OSD_Claim
    Task name (optional) Creating OSD Claim in Salesforce
    API Choose the file path: Bots\Supply Chain\Warehouse\Automated Tasks\OSD_Claim_Salesforce
    Input values Select the check box Table BOL_PO_Items and enter the expression as
    amp;Approval_Form{input}{Table1}$    .
  12. Add a Bot task to generate proof of delivery documents. Enter the values in the following fields:
    Field name Value
    Element ID Proof_Of_Delivery_Bot
    Task name (optional) Generating Proof Of Delivery for Driver
    Bot Choose the file path: Bots\Supply Chain\Warehouse\Automated Tasks\Proof_Of_Delivery_PDF
    Input values Select the check box File BOL_File, choose the Variable option and enter the expression as
    amp;ProcessRequest{input}{File0}$
    Execution mode Remote execution
    Queue timeout 24 hours
  13. Add a Form task (driver acceptance form) where the driver acknowledges the acceptance through QR code scanning, and the confirmation is recorded. Enter the values in the following fields:
    Field name Value
    Element ID Proof_Of_Delivery
    Task name (optional) QR Code Driver
    Form mode Choose Interactive and add the action button.

    Primary: Scan Complete
    Task expiration time 1 week
    Task contributor Request creator
    Task requester and assignments Choose the Custom tab and select the Request creator option for both the Task requestor and the Task assignment fields.
    Form Choose the file path: Bots\Supply Chain\Warehouse\User Forms\Driver_Acceptance_Form
  14. Add an API task to generate an email with all the details such as Supplier name, PO number, and Line items to send it to the supplier. Enter the values in the following fields:
    Field name Value
    Element ID AI Agent: Generate Acceptance Email Response
    Task name (optional) AI Agent: Generate Acceptance Email Response
    API Choose the file path: Bots\Supply Chain\Warehouse\Automated Tasks\Generate_Email_Supplier
    Input values Select the following check boxes and enter the expressions:
    • Table: PO_BOL_LineItems:
      amp;BOL_PO_Matching{output}{Table1}$
    • String poNumber:
      amp;DA_Extraction{output}{PO_Number}$
    • Boolean regenerate: False
    • String supplierName:
      amp;Fetch_PO{output}{Shipper_Name}$
  15. Add an email confirmation Form task for the concerned person (such as the office administrator) to review, confirm, or regenerate an email. Enter the values in the following fields:
    Field name Value
    Element ID Email_Confirmation
    Task name (optional) Email Confirmation
    Form mode Choose Interactive and add the following action button.
    • Primary: Send Email
    • Secondary: Regenerate Email
    Task expiration time No expiration
    Task contributor Request creator
    Task requester and assignments Choose the default tab
    Form Choose the file path: Bots\Supply Chain\Warehouse\User Forms\Email_Form
    Input values Select the check box String TextArea0 and enter the variable expression as
    amp;AI_Agent_Email_Generation{output}{strAI_Response}$    .
  16. At this step, add an If condition to the process. When the office administrator reviews and finalizes the email, it allows the email to be sent to the supplier. If it is not finalized, it triggers a regeneration process for the email, allowing adjustments to parameters such as creativity, verbosity, tone, and the previous email content. Enter the values in the following fields:
    Field name Value
    Condition Complete the following fields:
    • Conditional: String
    • Source:
      amp;Email_Confirmation{meta}{status}$
    • Operator: Equal to (=)
    • Target (optional): Send Email
    • Select the Match case check box.
  17. Perform the following steps based on the conditions below:
    • Regenerate email option
      1. If the condition is not met, then add a Form task to regenerate another email. Enter the values in the following fields:
        Field name Value
        Element ID Regenerate_Options
        Task name (optional) Regenerate_Options
        Form mode Choose Interactive and add the action button.

        Primary: Submit
        Task expiration time No expiration
        Task contributor Request creator
        Task requester and assignments Choose the default tab
        Form Choose the file path: Bots\Supply Chain\Warehouse\User Forms\Regen_Controls
      2. Add an API task to regenerate email response. Enter the values in the following fields:
        Field name Value
        Element ID AI_Agent_Regenerate_Acceptance Email Response
        Task name (optional) AI Agent: Regenerate Acceptance Email Response
        API Choose the file path: Bots\Supply Chain\Warehouse\Automated Tasks\Generate_Email_Supplier
        Input values Select the following check boxes and enter the expressions:
        • String: Creativity:
          amp;Regenerate_Options{output}{RadioButtonGroup0}$
        • String oldEmail:
          amp;Email_Confirmation{output}{TextArea0}$
        • String poNumber:
          amp;DA_Extraction{output}{PO_Number}$
        • Boolean regenerate: False
        • String supplierName:
          amp;Fetch_PO{output}{Shipper_Name}$
        • String Tone:
          amp;Regenerate_Options{output}{RadioButtonGroup2}$
        • String Verbosity:
          amp;Regenerate_Options{output}{RadioButtonGroup1}$
      3. Add Go to event to the process to navigate directly to another task in the process, which is Step 15 (Email Confirmation), and allow the process to complete the additional steps and exit.
    • Finalized email
      1. If the condition is met, add an API task to send an email to the supplier. Enter the values in the following fields:
        Field name Value
        Element ID Send Email to Supplier
        Task name (optional) Send Email to Supplier
        API Choose the file path: Bots\Supply Chain\Warehouse\Automated Tasks\Send_Email_Supplier
        Input values Select the following check boxes and enter the expressions:
        • String: inEmailAddress:
          amp;Fetch_PO{output}{Shipper_Contact_Email}$
        • String inEmailBody:
          amp;Email_Confirmation{output}{TextArea0}$
        • String poNumber:
          amp;DA_Extraction{output}{PO_Number}$
      2. The process is completed with a success status after the supplier is notified, proof of delivery is provided, and OSD logging is performed.
As this Warehouse reception process involves multiple stages:
  • Form initiation
  • Document extraction and validation
  • API integrations with SAP and Salesforce
  • Approval recommendations from different stakeholder (with Human-in-the-loop approvals)
  • Email generation and confirmation
  • Final delivery and supplier notification
You can use some of the key design tools available at the bottom of the editor to help you navigate through this process more efficiently without losing focus. Review the following:
  • Mini map and Zoom operations: Mini map provides a a snapshot view of the entire warehouse reception process. It facilitates navigation across stages such as shipment initiation, supervisor approval, and supplier notification. You can use Zoom in/out operation that allows you to focus on specific task such as document extraction or email generation.
  • Panning: You can navigate through different workflow sections without losing context. Useful for reviewing sub processes like OSD claim creation or QR code scanning.
  • Fit view: Fit view automatically adjusts the zoom to show the entire workflow. You can use it for final validation before deployment.

Additionally, you can use the functional capabilities to manage and organize extensive Warehouse reception processes.
  • Breadcrumbs: It displays the navigation trail within the workflow. Helps you quickly jump between related tasks or subprocesses such as Warehouse reception and OSD claim creation in Saleforce.

  • Swimlanes: To enhance collaboration and accountability across departments you can organize the Warehouse reception process into sub task as Document Validation, PO Approval, Delivery, and Supplier intimation.

  • Expression builder: Expression builder tool within the process automation workflow helps you to create, edit, and validate expressions used in the automation logic. If the expression is invalid, an error icon appears, allowing you to identify and correct the issue quickly.
  • Assistant: You can use the Assistant feature that helps you to identify and edit workflow errors through the Issue browser, which displays the total number of issues. It also includes a Search and Replace function and an Advanced search to refine search results and quickly find the desired text.

By combining the structured process logic of the warehouse reception workflow with the visual and functional capabilities of the Process Editor, you can build scalable, error-resistant, and collaborative automation solutions.