Purchase Order

Collect and approve purchase orders

This example shows how you can build an approval flow across different users.

You can enter a purchase order using Google Forms. Ultradox will then generate and send the request to your manager. The manager can approve or deny orders and enter an additional comment right in the email.

The approved orders will be collected in a separate worksheet so that the manager can generate an order for all approved items at any time.

This example shows several unique features like suspending and resuming the flow to create email based user interaction.

It also demonstrates how you can embed interactive forms into your responsive emails. The emails will play nicely on desktop and mobile devices. As some email clients on mobile devices like GMail on Android do not support interactive forms right in the email, you will also find a link to a web view of the email. This will allow all users on any device to take advantage of forms embedded in an email.

Get your free copy of the Purchase Order Application.

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Getting started

You will have to perform a few simple steps until you can use your Purchase Order.

After you have logged in to Ultradox and copied the example to Google Drive, you will find a number of files in the project folder:

Open the project folder on google drive

In the project folder you will find four Google Documents: Approval Template, Approved Template, Denied Template and Order Template.

You can open the documents right from Google Drive or by clicking on the edit icon in the building block referencing these docs.

The Purchase Order Spreadsheet is used to collect all the orders and the Invoices folder will contain all the generated invoices so that you can easily find and resend invoices on demand.

The red Purchase Order file is the Ultradoc that contains all the actions to be performed whenever a user submits the form.

On the root level of your Google Drive you will also find a file called Copy of Purchase Order which is the Google Form that the users will fill out. You may want to rename this file and move it into the Purchase Order folder to keep all files in a single place.

Activation

After you have copied the example, the form will not trigger your Ultradox when users submit the form. To activate the trigger, open the Spreadsheet and launch the Ultradox Trigger from the Add-ons menu.

Activate the trigger

In the Google Sheet you will find an Add-on menu that allows you to open the Ultradox Trigger sidebar.

If you do not see the Ultradox Trigger submenu, click on Get add-ons..., search and install the Ultradox Trigger Add-on.

In the sidebar you will find a section where you can activate or deactivate the trigger. If you activate your very first trigger, you will have to grant access to the script that manages the triggers.

Once the trigger is enabled, you can go to the live form by clicking on Form -> Go to live form to test if everything runs as expected.

Fill out the form and use your own email address to find the order confirmation and invoice in your inbox. In the spreadsheet you will find the order as soon as the user submits the form.

When generating the invoice the spreadsheet row containing the order will be updated so that you can find a link to the generated invoice and the date when the confirmation mail has been sent out.

The Ultradox Trigger not only allows you to run the configured actions whenever a user submits the form.

You can also run the actions by simply selecting a single row or multiple rows and click on the run icon.

This is not only useful for testing but also great, if you want to send out newsletters to your customers, re-generate invoices etc.

This example is using a SmartLink that can be used to track whenever a user clicks on a link in the confirmation mail.

The confirmation email contains a link to a special offer. Whenever the user click on that link the spreadsheet will immediately update and show the timestamp when a clicked on the link.

Questions and Feedback

If you have any comments on this page, feel free to add suggestions right to the Google document that we are using to create this site.

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Last Updated: 27.06.18