Jugl’s Order Forms Module is designed to streamline order management by automatically converting form submissions into actionable tasks. Each order is tracked, assigned, and processed efficiently, ensuring smooth collaboration between different departments.
📥 Step 1: Client Submits an Order Form
🔹 A client fills out an Order Form (e.g., for a product purchase, service request, or appointment).
🔹 Upon submission, Jugl automatically creates a task linked to the order.
🔹 The form fields populate task details, such as:
- Client Name
- Order Number
- Requested Product/Service
- Quantity, Date, and Payment Details
✅ Example: A restaurant receives an order for 3 gourmet meals with special dietary requests via an online form.
📌 Step 2: Order Task is Created & Assigned to the Right Board
🔹 The system automatically generates a task and places it in the appropriate Task Board based on predefined rules.
🔹 The default task status is set (e.g., "Pending Approval" or "Processing").
🔹 Orders can be assigned based on:
- Order Type → Product purchase, repair servic9e, bulk order.
- Customer Location → Local team or regional branch.
- Urgency Level → Standard vs. priority orders.
✅ Example: The restaurant’s order appears on the "Kitchen Orders" board with a status of “Pending Preparation.”
📌 Step 3: Task is Auto-Assigned to the Right Employee
🔹 Employees only see the steps relevant to their role for smoother collaboration.
🔹 Tasks are assigned based on:
- Approval Required? → If approval is needed, the manager gets the task first.
- Processing Department → Warehouse, kitchen, service team, or logistics.
- Delivery or Fulfillment Team → Packing, shipment, or on-site service teams.
✅ Example: The kitchen team gets an alert for a new meal order, while the delivery driver is automatically assigned the delivery task after preparation.
📦 Step 4: Employees Process the Order in Stages
🔹 The order moves through different stages as employees complete their assigned tasks.
🔹 Task status updates ensure everyone stays informed.
🔹 Stages typically include:
1️⃣ Approval → If necessary, a manager reviews & confirms the order.
2️⃣ Processing → The responsible department starts preparing the order.
3️⃣ Packaging/Service Execution → Items are packed or services are prepared.
4️⃣ Delivery or Completion → The final step is marked “Completed.”
✅ Example: The kitchen marks the order “Ready for Pickup”, alerting the delivery team that it’s time to collect and deliver.
📢 Step 5: Clients Receive Automated Updates
🔹 Clients receive WhatsApp notifications at key milestones.
🔹 Notifications can be triggered when:
- The order is received.
- The order is approved and being processed.
- The order is shipped or completed.
✅ Example: The customer gets a WhatsApp update saying:
"Your meal order #234 is on its way! Estimated delivery: 7:00 PM."
✅ Step 6: Order is Completed & Archived
🔹 Once all steps are completed, the task is marked as "Completed."
🔹 The record remains accessible for future reference, reporting, and analytics.
🔹 Team leads can review order fulfillment times, common delays, and efficiency metrics to optimize workflows.
✅ Example: The restaurant’s order history helps them identify peak hours and adjust staffing accordingly.
🔄 Full Workflow Overview
1️⃣ Client submits order via Jugl Form.
2️⃣ Task is created & linked to the correct Task Board.
3️⃣ Task is assigned to the appropriate employee/team.
4️⃣ Employees process the order in sequential steps.
5️⃣ Client receives automated updates via WhatsApp.
6️⃣ Order is completed, marked as "Done," and archived for records.
🎯 Why This Workflow Works
✔ No Manual Task Creation → Every order is instantly added to the system.
✔ Smooth Team Collaboration → Different employees handle different steps.
✔ Error-Free Order Processing → No lost or duplicate orders.
✔ Automated Client Communication → Fewer support inquiries.
✔ Real-Time Tracking & Efficiency Monitoring → Orders move through workflows without delays.
🚀 Start Using Automated Order Workflows Today!
Now that you know how Jugl automates order processing from form submission to task completion, it’s time to optimize your workflow and boost efficiency!
🔗 More Guides Let’s Jugl it! 🎉