What are Workflows?
Workflows in OptiFlow are structured processes that guide your optical store operations from start to finish. Each workflow represents a business process with multiple stages, custom fields, and configurable requirements.Key Workflow Components
- Stages: Sequential steps that jobs move through (e.g., “Order Received” → “Lens Cutting” → “Quality Check” → “Ready for Pickup”)
- Fields: Custom data fields specific to each workflow (text, numbers, dates, selections)
- Jobs: Individual work items that flow through the workflow stages
- Requirements: Optional or required invoices and prescriptions per workflow
Workflow Features
Multi-Stage Processing
Define custom stages with colors, positions, and activation states. Mark initial and final stages for clear workflow boundaries.
Custom Fields
Add workflow-specific fields including text, textarea, numbers, dates, selections, and boolean values with validation.
Job Tracking
Track jobs with contacts, invoices, prescriptions, priorities, due dates, and rich metadata throughout the workflow.
Event History
Automatically capture workflow events with timestamps, stage transitions, and user actions.
What is Automation?
Automation in OptiFlow allows you to create smart, event-driven workflows that automatically perform actions when specific triggers occur. Build visual automation flows without writing code.Automation Capabilities
Trigger Events:- Workflow stage changes (when a job enters a specific stage)
- Invoice creation and updates
- Custom business events
- Send WhatsApp messages to customers
- Send Telegram notifications to staff
- Execute webhooks to external systems
- Conditional logic based on workflow data
Visual Automation Builder
OptiFlow includes a powerful drag-and-drop automation builder powered by ReactFlow:- Node-Based Interface: Connect triggers, actions, and conditions visually
- Real-Time Preview: See your automation flow as you build it
- Template Variables: Use dynamic data like contact names, invoice totals, and job details
- Version Control: Automations are versioned for safe updates
- Testing Tools: Test automations with sample data before activating
Automations run asynchronously using Laravel’s queue system, ensuring your application remains responsive even during complex automation executions.
Workflows vs Automations
| Feature | Workflows | Automations |
|---|---|---|
| Purpose | Structure business processes | Automate repetitive actions |
| Interaction | Manual stage transitions | Event-triggered actions |
| Configuration | Stages and fields | Triggers and action nodes |
| Execution | User-driven | Automatic |
| Use Case | Order fulfillment process | Send notifications when order is ready |
Common Use Cases for Optical Stores
Order Processing Workflow
Create a workflow for prescription eyewear orders with stages like “Order Placed” → “Lens Ordered” → “Frame Assembly” → “Quality Check” → “Ready for Pickup”.
Customer Notifications
Build an automation that sends WhatsApp messages to customers when their order enters the “Ready for Pickup” stage.
Staff Alerts
Set up Telegram notifications to alert opticians when a high-priority job enters the “Quality Check” stage.
Benefits
Improved Efficiency
Improved Efficiency
Standardize processes across your optical store with consistent workflows. Reduce manual tasks through automation.
Better Customer Communication
Better Customer Communication
Keep customers informed automatically with timely notifications about their orders via WhatsApp.
Enhanced Visibility
Enhanced Visibility
Track job progress in real-time. View complete history of stage transitions and actions.
Reduced Errors
Reduced Errors
Automation ensures consistent communication and actions. Required fields prevent incomplete data.
Scalability
Scalability
Handle more orders without increasing manual overhead. Automations scale effortlessly.
Getting Started
Building Automations
Learn how to create visual automations with triggers and actions
Prescription Management
Manage prescriptions and link them to workflow jobs