Send Order Status

The Send Status workflow allows businesses to automatically send order status updates to customers via WhatsApp when the order status changes in Petpooja POS.

This automation ensures customers receive real-time updates about their order progress without manual intervention.

The workflow listens to order status events from Petpooja and sends the corresponding WhatsApp message to the customer.

Overview

The Send Status automation connects Petpooja POS events with OwnChat Flow Builder.

Whenever an order status is updated in Petpooja, the workflow triggers and sends a WhatsApp notification to the customer.

Workflow Automation Flow

Petpooja POS ↓ Order Status Updated ↓ Event Sent to OwnChat ↓ Workflow Triggered ↓ Order Status Condition Evaluated ↓ WhatsApp Status Message Sent

Prerequisites

Before configuring the workflow, ensure the following requirements are met.

Required Access

You must have access to:

• OwnChat account

• Flow Builder

• Integrations module

• Petpooja POS integration

POS Requirements

The POS system must capture:

• Customer phone number

• Order ID

• Order status

Without the customer phone number, the status message cannot be delivered.

Creating a New Workflow

Step 1: Open Flow Builder

1. Log in to Ownchat.

2. Navigate to Flow Builder.

3. Click Create New Flow.

Step 2: Enter Workflow Details

In the Create New Flow window:

1. Enter the name of your workflow in the Flow Name field.

Example:

Send Status

1. Click the Create button to save and launch the new workflow.

The workflow builder canvas will open.

Selecting the Petpooja Application

To configure the workflow trigger, select the application that sends the event.

Step 1: Choose Application

1. Click Petpooja to integrate the restaurant billing application.

Step 2: Select Connection

Under the Connection section:

1. Choose the required connection.

Important

The application must first be connected in the Apps section before it can be used in the workflow.

After connecting the app, the connection will appear in the workflow configuration.

Step 3: Select Event

After selecting the connection:

1. Choose the event Send Status.

The events available include:

• Send Invoice

• Send Status

Select:

Send Status

Step 4: Save Configuration

Click the Update button to save the application configuration changes.

This completes the trigger setup.

Adding Conditional Logic

After configuring the trigger, you must define the workflow logic.

Step 1: Add Next Action

1. Click Add Action.

2. Select If Statement.

The If Statement allows conditional logic based on the order status.

Configuring the IF Statement

Step 1: Action Name

Enter a descriptive name for the action.

Example:

Check Order Status

This helps identify the action in the workflow.

Step 2: Condition Type

Select the condition type.

Choose:

OR

This means any one of the conditions must be true for the action to proceed.

Adding Condition Variables

To configure the IF condition:

1. Click Add Variable.

2. Select the order status variable from the Petpooja response.

Example variable:

response.order_status

Selecting Data Type

After adding the variable:

1. Choose the Data Type.

Example:

String

Selecting Operator

Click the Operator dropdown.

Select the comparison condition.

Example:

is

This sets the condition for evaluating the order status.

Entering Condition Value

After selecting the operator:

1. Disable the Dynamic Value toggle.

2. Enter the desired static value.

Example:

Accepted

This completes the IF statement condition.

Saving the IF Condition

After configuring the condition:

Click:

Add Action

This creates the conditional logic in the workflow.

Sending Session Message for Successful Status

If the order status condition is satisfied, the next action is sending a Session Message.

Configuring Session Message

Step 1: Action Name

Enter a descriptive name for the action.

Example:

Send Order Status Message

Step 2: Customer Contact Number

Enter the Customer Contact Number in the provided field.

Step 3: Insert Dynamic Phone Number

1. Click Add Variable.

2. Select the Customer Phone Number variable.

3. Insert it into the Customer Contact Number field.

Example:

response.customer_phone

Step 4: Insert Customer Name Variable

Click Add Variable again and insert the Customer Name variable.

Example:

response.customer_name

Step 5: Configure Message Text

Enter the message in the message field.

Example:

Hi {{customer_name}}, your order status has been updated successfully.

Step 6: Save the Session Message

Click:

Add Action

This completes the session message configuration.

Searching for Workflow Actions

To quickly locate actions in the workflow builder:

1. Use the search bar.

2. Enter the action name.

3. Select the required node from the filtered list.

Verifying the Workflow

Before publishing, review the workflow configuration.

The Flow Builder contains the following sections:

• Summary

• Flow Builder

• History

Use these sections to verify the workflow setup.

Publishing the Workflow

After completing the configuration:

1. Click Publish.

Example workflow status:

Send Status – Published

The workflow will now automatically run whenever the Send Status event is triggered from Petpooja POS.

Testing the Workflow

Before using the workflow in production, perform a test.

Steps

1. Create a test order in Petpooja POS.

2. Update the order status.

3. Verify that:

• The Send Status event triggers

• The workflow runs

• The customer receives the WhatsApp status message

Troubleshooting

Workflow Not Triggering

Possible reasons:

• Event not subscribed

• Petpooja integration not connected

• Incorrect trigger selected

Status Message Not Sent

Check the following:

• Customer phone number variable

• Session message configuration

• Workflow publishing status

Best Practices

Capture Customer Phone Numbers

Ensure the POS system records the customer phone number during order creation.

Use Response Variables

Always use variables such as:

response

to dynamically map order data.

Test Status Updates

Run test status updates before enabling the workflow for production.

Summary

The Send Status workflow automatically sends WhatsApp messages when the order status changes in Petpooja POS.

The automation works as follows:

1. Petpooja updates order status

2. Send Status event is triggered

3. OwnChat workflow runs

4. Order status condition is evaluated

5. WhatsApp message is sent to the customer

This automation improves customer communication and order transparency.