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
Log in to Ownchat.
Navigate to Flow Builder.
Click Create New Flow.
Step 2: Enter Workflow Details
In the Create New Flow window:
Enter the name of your workflow in the Flow Name field.
Example:
Send Status
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
Click Petpooja to integrate the restaurant billing application.
Step 2: Select Connection
Under the Connection section:
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:
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
Click Add Action.
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:
Click Add Variable.
Select the order status variable from the Petpooja response.
Example variable:
response.order_status
Selecting Data Type
After adding the variable:
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:
Disable the Dynamic Value toggle.
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
Click Add Variable.
Select the Customer Phone Number variable.
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:
Use the search bar.
Enter the action name.
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:
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
Create a test order in Petpooja POS.
Update the order status.
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:
Petpooja updates order status
Send Status event is triggered
OwnChat workflow runs
Order status condition is evaluated
WhatsApp message is sent to the customer
This automation improves customer communication and order transparency.
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