Overview of workflow actions available

This article provides an overview of all the workflow actions available for Orderwise records. Each action has mandatory fields (required to identify or create the record) and non-mandatory fields (optional but useful for providing information)

Workflow Actions

Customer Actions

• Create Customer in Orderwise —> Used when onboarding a new customer. You’ll need the company name and other mandatory identifiers to create a record.
• Update Customer in Orderwise —> Keeps customer data up to date.

Contact Actions

• Create Contact in Orderwise —> Add a new contact under an existing customer record.
• Update Contact in Orderwise —> Update role, email, phone number, or active status of a contact.

The “Active” and “Main Contact” flags are crucial for proper record management.

Important note: If you don’t set the “Active” flag, the contact will show as inactive in Orderwise. Make sure to select it firs if you don’t want this behavior.

Product Actions

• Create Product in Orderwise —> Add new product into your catalog with mandatory IDs.
• Update Product in Orderwise —> Keep product descriptions, connodity codes, or aligned with current business practices.

Variant Actions

• Create Variant in Orderwise —> Add product versions or variations.
• Update Variant in Orderwise —> Adjustor correct existing variant information.

Sales Order Actions

• Create Sales Order in Orderwise —> Register new sales orders directly from HubSpot, linking them to customers and products.
• Update Sales Order in Orderwise —> Modify existing orders with updated delivery dates, references, or instructions.

Key Notes on Using Non-Mandatory Fields

• Always tick the checkbox next to a non-mandatory field you fill in. If the box is not selected, Orderwise will consider the checkbox as “false”, meaning that it will remove any “true” value already in Orderwise.

• While not required, these fields greatly improve record accuracy, reporting quality, and compliance. Use them whenever available to reduce manual corrections later.

When to use each Action

• Create Actions → When a brand new customer, contact, product, variant, or order needs to be entered into Orderwise from HubSpot.

• Update Actions → When existing records must be kept accurate, reflecting changes in customer details, product information, or sales orders.

By combining these workflow actions, you can manage the full customer and order lifecycle from HubSpot while keeping Orderwise continuously updated in the background.