Workflow (ENG)

Owned by Aline De Graeve
Last updated: Jan 31, 2023

As soon as the users and departments have been created, the admin or the department can proceed to create the workflows. The page ‘Workflow’ gives you an overview of all workflows that have already been created within your account. You can also see which tasks and settings are included in the workflow.

You can deliver your documents to be sent via three different channels:

  • EasyPost.Connect portal: Via the portal, you can easily forward your documents to be sent (in bulk or otherwise). You can create a new workflow autonomously: You select the appropriate workflow to send the documents. Based on the triggers you select, a workflow takes follow-up actions fully automatically. This reduces manual actions to a minimum, resulting in enormous time and cost savings. This allows you to focus more on your core tasks.

    EasyPost Connect is a plug-and-play solution: Optimise the sending process of your outgoing business communication and implement it very easily on your current IT systems. No need to make any changes to your existing document layout.

  • sFTP - Secure File Transfer Protocol: You can also deliver your files encrypted via sFTP. Access to sFTP is secured with the same login details you use to log into the EasyPost Connect portal.


    When a user creates a workflow, a directory within the sFTP server is automatically created. The directory structure on the sFTP server is as follows:

    • Department A

      • Workflow1

      • Workflow2

    • Department B

      • Workflow3

      • Workflow4

Via EasyPost Connect's user management system, you can set the rights per user and thus determine who has access to which folder. More information can be found below under 'Create workflow' - step 3.

  • Mail: When you create a new workflow, an e-mail address will be created automatically. This e-mail address is linked to the workflow. All PDF documents you send to this mail address will be processed according to the workflow linked to it.


The file type of documents to be delivered:

  • EasyPost Connect e-mail only supports the processing of PDF files. So please deliver your documents to be sent in PDF.

  • The forwarded PDF files generally have to meet a number of minimum technical requirements. You can find these in the Special Terms and Conditions of our e-mail service.

 

  • Go to the ‘Workflow’ page

  • Click on the ‘Add workflow’ button to create a new workflow

CREATE A WORKFLOW

STEP 1: General

Give your workflow a name and description and associate the appropriate department with the workflow.

STEP 2: Flow

Currently you can only use the ‘Basic Workflow’. A workflow ensures that your document reaches its destination in an automated manner, as efficiently and simply as possible, using the channels preferred by the customer.

STEP 3: SFTP

If you want to deliver the documents via an SFTP server, you can enter the name of the folder on the SFTP environment here. When you enter the name and save the workflow, the SFTP environment and the relevant folder will be created automatically.

Below you will find the data to gain access to the SFTP:

  • Host: sftp.eservices.easypost.eu

  • Username: Here you enter the username that you use on the platform.

  • Password: Here you enter the password you use on the platform.

  • Port: 22

STEP 4: Trigger

Two types of trigger are possible:

  • Filedrop: When you choose file drop, the processing of your documents will start automatically. Only the buffer period can delay the processing process based on the number of seconds entered. When you send a new job, you have the option of deleting the document during the buffer period.

  • Scheduled: When you choose scheduled, you can set a fixed time when the processing of your document may start. In this way you can upload and send documents to EasyPost throughout the day, but the processing will only start when the scheduled time is reached.

STEP 5: Source

Choose the type of document you want to send:

  • PDF

  • CSV (Currently not available)

STEP 6: Activation

If you want the workflow to be used immediately, you can activate the workflow by selecting ‘yes’.

Then click the ‘Done' button to further shape your workflow.

ENABLE OR DISABLE WORKFLOW

When you have created a workflow, which contains a print job, it must first be approved by EasyPost. This will take an average of 3 working days. Once approved, the workflow can be used and you can start sending your documents within the workflow.