Workflows – Proof Of Delivery And Visit Driver Tasks

With Route4Me’s Workflows, you can easily customize and streamline your entire process of collecting proof of delivery, visit, and service based on your unique routing and business needs. In detail, you can create Workflows with a custom set of optional and mandatory tasks drivers are required to complete when arriving at customer locations. For example, capture a signature, verify ID, attach a receipt photo, etc. In this guide, you can learn how to create and use Workflows, customize driver tasks, and more.

Route4Me Workflows: proof of delivery, visit, and service workflows with mandatory and optional mobile driver tasks.

 

 

Workflows Overview – Custom Driver Tasks And Proof Of Visit

You can set up Workflows for your routes, drivers, and team in a few quick and easy steps. First, create a custom Workflow with a set of optional and mandatory tasks using the Route4Me Web Platform. Next, enable the new Workflow for the preferred route stops. You can enable Workflows for individual stops or entire routes.

As drivers navigate routes with Route4Me’s iPhone and Android Route Planner Apps, they will arrive at customer locations. Accordingly, to add the Done or Failed status to a stop, drivers must complete the respective set of optional or mandatory tasks.

Workflows Overview: Add custom Workflow actions and driver tasks, enable Workflows for route stops, collect proof of visit and delivery.

 

Create Workflows – Customize Proof Of Visit Driver Tasks

A Workflow is a set of optional and mandatory tasks that drivers are required to complete to assign the Done or Failed status to route stops. Additionally, you can create multiple Workflows with different tasks and enable them for different route stops.

To create a new Workflow, go to “My Account” and then “Workflow Settings” from the main menu. On the “Workflow Settings” page, you can create new and manage your created Workflows. Equally important, you get a default Workflow that you can use as a template for your new Workflows. Next, click the “Create New Workflow” button to create a new custom Workflow.

Create a new custom Workflow with mandatory and optional proof of visit and delivery attachment tasks for drivers using mobile apps.

 

Next, enter a custom “Workflow Name” which you can then use to identify this Workflow.

After that, enter a custom “Workflow ID” in the respective field. Once the Workflow is created, you can enable it for route stops by adding its “Workflow ID” in your stops’ Custom Data. Further, you can learn more about using Workflow IDs and enabling Workflows for individual stops and entire routes.

Adding Workflow Name and Workflow ID for managing and adding Workflow tasks and actions to route stops for mobile drivers.

 

Done Actions – Custom Driver Tasks For Assigning Done Status To Route Stops

Next, you can customize and add Done actions or tasks to the Workflow. Accordingly, Done actions are the mandatory and optional tasks the driver is required to complete to assign the Done status to the respective route stops using the mobile app.

To add a new Done task, click the “Add Action” button in the “Done Actions” section.

Add Workflow Done actions and tasks for drivers to complete on mobile apps for marking route stops as visited, orders delivered, and services provided.

 

Next, you can select the preferred “Action Type” from the list. Further, you can find the list of the available actions and tasks. Depending on the selected Action Type, you can then add a custom task title and additional instructions, requirements, etc.

Additionally, you can use the “Required” toggle to make the task mandatory. In detail, when the action is “Required“, the driver can’t assign the Done status to the respective route stops without completing all required tasks. Accordingly, when the action is not “Required“, it’s optional for the driver to complete the associated tasks for assigning the Done status to the respective stops.

Adding mandatory and optional tasks and actions to the Workflow for the mobile drivers: electronic signatures, photo and video attachments, ID and age verifications, etc.

 

Furthermore, you can add multiple Done tasks in the same Workflow. After adding customized tasks, you can edit or remove tasks and make tasks mandatory or optional using the “Required” toggle.

Accordingly, the driver will be required to complete the added Done tasks to assign the “Done” status to the respective route stops from the mobile app. Mandatory tasks will be displayed in the “Mandatory Tasks” section, and optional tasks will be displayed in the “Optional Tasks” section of the screen on the mobile app.

Managing Workflow Done Actions: Change tasks order, enable and disable mandatory and optional actions for the driver mobile app.

 

Failed Actions – Custom Driver Tasks For Assigning Failed Status To Route Stops

Similarly, you can customize and add Failed actions or tasks to the Workflow. Accordingly, Failed actions are the mandatory and optional tasks the driver is required to complete to assign the Failed status to the respective route stops using the mobile app.

To add a new Failed task, click the “Add Action” button in the “Failed Actions” section.

Add Workflow Failed actions and tasks for drivers to complete on mobile apps for marking route stops as not visited and orders not delivered.

 

Next, you can select the preferred “Action Type” from the list. Further, you can find the list of the available actions and tasks. Depending on the selected Action Type, you can then add a custom task title and additional instructions, requirements, etc.

Additionally, you can use the “Required” toggle to make the task mandatory. In detail, when the action is “Required“, the driver can’t assign the Failed status to the respective stops without completing all required tasks. Accordingly, when the action is not “Required“, it’s optional for the driver to complete the associated tasks for assigning the Failed status to the respective stops.

Adding Failed Workflow mandatory and optional tasks and actions for mobile drivers: failed visit confirmation, failed delivery proof, etc.

 

Similarly, you can add multiple Failed tasks in the same Workflow. After adding customized tasks, you can edit or remove tasks and make tasks mandatory or optional using the “Required” toggle.

Accordingly, the driver will be required to complete the added Failed tasks to assign the “Failed” status to the respective route stops from the mobile app. Mandatory tasks will be displayed in the “Mandatory Tasks” section, and optional tasks will be displayed in the “Optional Tasks” section of the screen on the mobile app.

Managing Workflow Failed Actions: Change task sequence, enable and disable mandatory and optional tasks for mobile drivers, etc.

 

Supported Workflow Tasks For Done And Failed Stop Statuses

Depending on your unique last mile routing, business, and logistics needs, you need to collect specific types of proof of delivery, visit, and service. Route4Me supports multiple Workflow task types that allow you and your team to easily and securely collect the required data when out in the field. Furthermore, you can customize Workflow tasks for your specific requirements. Below, you can find the list of supported Workflow tasks.

Supported Workflow actions include text notes, photo and video attachments, age and ID verification, pickup and delivery barcode reconciliation, electronic signatures, etc.

Task TypeDescriptionDoneFailedCustomizableLimit per Stop
Text NoteAdd a text note with custom text up to 1000 characters.Unlimited
E-SignatureCapture an electronic signature from the signee and attach it to the route stop.Unlimited
PhotoTake a photo and attach it to the route stop.Unlimited
VideoRecord a video and attach it to the route stop.Unlimited
Voice RecordingRecord a voice recording and attach it to the route stop.Unlimited
QuestionQuestion for the driver to answer. You can add the following question types: Multiple choice, checkbox, or short answer. Accordingly, you can customize each question type and its additional entries.Unlimited
Release CodeSelect the completed delivery or visit status from the list. By default, you get a set of ready-to-use default Release Codes with predefined descriptions. Additionally, you can customize descriptions of your Release Codes based on your specific operating requirements.1
Failed CodeSelect the failed delivery or visit status from the list. By default, you get a set of ready-to-use default Failed Codes with predefined descriptions. Additionally, you can customize descriptions of your Failed Codes based on your specific operating requirements.1
Delivery ScanScan the barcode on the respective delivery label.1
Pick-Up ScanScan the barcode on the respective pick-up label.1
Verify IDCheck the checkbox to confirm verifying the ID of the recipient.1
Age VerificationCheck the checkbox to confirm verifying the age of the recipient.1
Message for DriverCustom text message for the user. Additionally, you can use the “{custom-data-field}” placeholder to automatically add Custom Data values associated with the respective addresses into the Message for Driver text.Unlimited
Drivers License ScanScan and attach the user’s driver’s license to the destination.1
Signee NameAdd the name of the signee as text.Unlimited

 

Enable Workflows – Add Workflow IDs To Route Stops

To enable and use Workflows, simply add your Workflow IDs to the preferred route stops as Custom Data. For your convenience, you can add Workflow IDs to individual stops and have different Workflows enabled for different stops. Additionally, you can enable the same Workflow for the entire route.

To enable a Workflow for a specific route stop, open the preferred route in the Route Editor. Next, click the preferred route stop, scroll to the “Custom Data” section, and then click the Gear Icon to add a new Custom Data entry.

Enabling Workflows for individual route stops for mandatory and optional proof of delivery, service, or visit collection by mobile driver app.

 

Next, add the “workflow_id” key in the “Field Name” field and then add your Workflow ID in the “Field Content” field. After that, click the “Save” button to save the added Custom Data entries and enable the Workflow for the given route stop. Additionally, you can learn more about Using and Managing Route Custom Data.

Enabling Workflow mandatory and optional driver tasks and actions for route stops by adding Workflow IDs as Custom Data.

 

Furthermore, you can add Workflows to route stops when planning your routes by uploading a spreadsheet. To do so, add the “workflow_id” column to your spreadsheets. Next, populate this column with the same or different Workflow IDs for your addresses. Additionally, learn more about Route4Me’s Spreadsheets Formatting Requirements.

Upload spreadsheets with route addresses and Workflow IDs to automatically add mandatory and optional driver tasks to route stops.

 

When you upload your spreadsheet with addresses and Workflow IDs, the “workflow_id” column will be automatically verified and added as Custom Data. Specifically, the “workflow_id” column must have the “Custom” column status.

Upload route spreadsheet with addresses and Workflow IDs as Custom Data.

 

After adding the Workflow ID to a route stop, you can check and manage it. To do so, click the preferred stop to open its stop manifest, and then scroll to the “Custom Data” section. To disable the Workflow for the stop, simply remove the Custom Data entry with the respective Workflow ID.

Accordingly, depending on the Workflow ID added to the given stop, the driver will be required to complete the respective optional and mandatory tasks to assign the Done or Failed status to this stop.

Workflow ID added as Custom Data to a route stop enables mandatory driver tasks and actions for the stop on mobile app for route navigation and proof of visit.

 

Use Workflows To Collect Proof Of Delivery And Visit On Mobile Apps

After enabling Workflows for the preferred route stops, drivers will be automatically required to complete the respective tasks. In detail, the driver can start and navigate the dispatched routes using the same steps as before. When arriving at a route stop, the driver can assign the Done or Failed status to the given stop. Depending on the Workflow enabled for the given stop, the driver will be required to complete the respective set of mandatory or optional tasks.

Furthermore, Route4Me provides seamless real-time route data synchronization. Specifically, as drivers complete Workflow tasks, attach proof of delivery or visit to stops, and add stop statuses using Route4Me’s Mobile Apps, all updates are automatically synchronized with Route4Me’s Web Platform in real-time. Additionally, you can learn more about Collecting Proof of Delivery and Visit with Route4Me Mobile Apps.

Driver completes required Workflow tasks to assign status to route stop and attach proof of visit, delivery, or service using the mobile app.

 

First, the driver opens the dispatched route on the mobile app and then starts the route. Next, the driver can navigate to route stops using Route4Me’s In-App Voice-Guided Navigation, Google Maps, Waze, and other apps. After arriving at the route stop, the driver marks the stop as “Arrived” and then proceeds to complete the delivery, service, etc.

Additionally, you can learn more about how to Start, Navigate, and Complete Routes Using Route4Me’s iPhone Route Planner App. And how to Start, Navigate, and Complete Routes Using Route4Me’s Android Route Planner App.

Starting, navigating, and completing routes with enabled Workflows for drivers to collect proof of visit, delivery, or service using the mobile app.

 

Next, the driver can assign the Done or Failed status to the stop. Accordingly, the driver is required to complete the respective set of mandatory or optional tasks before assigning the respective status to the given stop.

To assign the Done status, tap the “Done” status button, and then the app will show the set of Workflow tasks. For example, verify ID, capture customer signature, attach a receipt photo, etc. After completing the required tasks, the driver can assign the Done status to the stop by tapping the “Mark as Done” button.

Driver opens route stop on mobile app and completes the required tasks and actions to assign Done status to the stop and confirm visit or delivery.

 

Similarly, to assign the Failed status, tap the “Failed” status button, and then the app will show the set of Workflow tasks. For example, provide the reason for not being able to complete the order or delivery, add additional notes, etc. After completing the required tasks, the driver can assign the Failed status to the stop by tapping the “Mark as Failed” button.

Driver opens route stop on mobile app and completes the required tasks to add Failed status to the stop and provide reasons for failed visit or delivery.

 

Manage Workflows – Edit, Duplicate And Delete Workflows

To edit, duplicate, or delete a Workflow, click the Three-Dot Icon next to the preferred Workflow. Next, select the preferred option from the menu. Accordingly, you can duplicate Workflows to edit and use them as templates for creating new Workflows. Please note that deleted Workflows can’t be restored.

Workflows Management: Edit Workflows to add or remove tasks or change actions, duplicate Workflows, and delete Workflows.

 

 

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Route4Me has over 40,000 customers globally. Route4Me's Android and iPhone mobile apps have been downloaded over 2 million times since 2009. Extremely easy-to-use, Route4Me's apps create optimized routes, synchronize routes to mobile devices, enable communication with drivers and customers, offer turn-by-turn directions, delivery confirmation, and more. Behind the scenes, Route4Me's operational optimization platform combines high-performance algorithms with data science, machine learning, and big data to plan, optimize, and analyze routes of almost any size in real-time.