Workflows – Proof Of Delivery And Visit Driver Tasks

With Route4Me’s Proof of Visit Workflows, you can customize and streamline how field team members collect proof of delivery (POD) and service based on your unique routing and business needs. Specifically, you can create Workflows with custom optional and mandatory tasks for team members to complete at customer locations, such as capturing signatures, verifying IDs, and attaching receipt photos. In this guide, you can learn how to add and manage Workflows, customize driver tasks, and more.

Quick Start – Custom Driver Tasks And Proof Of Visit Workflows

Route4Me Workflows consist of optional and mandatory tasks drivers must complete to mark destinations as “Done” or “Failed“. You can create multiple Workflows with unique tasks and assign them to specific addresses on your optimized routes. Setting up Workflows for your routes, drivers, and team is quick and easy.

1. Create a custom Workflow with set mandatory and optional tasks.
2. Enable the new Workflow for the preferred destinations on a new or existing optimized route.
3. Drivers complete mandatory and optional Workflow tasks to assign destination statuses on the Mobile App.

You can enable Workflows for individual customer addresses or entire routes, with proof of visit settings synched to Route4Me’s Mobile App in real time. NOTE: When a destination has an associated Workflow, the assigned user must complete all mandatory tasks to update the destination status.

Open Your Workflows

Add And Manage Workflows – Customize Proof Of Visit Driver Tasks

To create a new Workflow, go to “Settings” and then “Workflows” from the Navigation Menu. Then, click the “Create New Workflow” button. NOTE: Your account has a default Workflow you can use as a template.

Next, enter a custom “Workflow Name” and “Workflow ID” in the respective fields. Select your preferred required and optional “Done Actions” and “Failed Actions” by clicking the “Add Action” buttons, then click “Save” to create your new Workflow. Further in this guide, you can learn about adding actions, action types, using Workflow IDs to assign Workflows to addresses, and more.

To modify the settings of an existing Workflow, simply click the “Edit Workflow” button. Additionally, click the Dropdown Menu button to duplicate or delete existing workflows. You can duplicate Workflows to edit and use them as templates for creating new task sets. NOTE: Deleted Workflows can’t be restored.

Done And Failed Actions – Custom Driver Tasks For Assigning Status To Destinations

When you create and edit Workflows, you can customize “Done Actions” and “Failed Actions“. Accordingly, Done Actions are the mandatory and optional tasks the driver has to complete to assign the “Done” status to destinations using the Mobile Route App, while Failed Actions are required for assigning the “Failed” status. To add and customize actions, follow the easy steps below. NOTE: For convenience, the process and interface for adding Done and Failed actions is the same.

1. On the “Add Workflow” or “Edit Workflow” panel, click the “+ Add Action” button.
2. Use the “Action Type” dropdown menu to select the preferred action for your new Workflow Task.
3. Optionally, click the “Required” toggle button to make the new action mandatory for assigning the respective Destination Status. Any actions marked as “Required” will appear as “Mandatory Tasks” on the Mobile App.
4. Enter your preferred “Action Settings” in the corresponding field.
   NOTE: For most action types, the only field in the “Action Settings” section is “Title” where you can enter a name for the action that will appear on the Mobile Driver App. You can learn more about specific action types in the table below.
5. Click the “Add Action” button to add the action to the respective Workflow.

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’s trusted route planning software offers various Workflow task types, enabling you and your team to easily and securely collect necessary data while in the field. Furthermore, you can customize Workflow tasks for your specific requirements. Below, you can find the list of supported Workflow tasks.

Enable Workflows – Add Workflow IDs To Destinations On Final Mile Routes

To enable and use Workflows, simply add Workflow IDs to the preferred destinations as Custom Data. For your convenience, you can add Workflow IDs to individual stops and have different Workflows enabled for different addresses. To do so, open the preferred route in the Route Editor. Next, click a destination to open the “Destination Info” panel, open the “Custom Data” section, and click the Gear Icon to add Custom Data.

Next, add the “workflow_id” key in the “Field Name” field and then add your Workflow ID under “Field Content“. After that, click the “Save” button to save the added Custom Data entries and enable the Workflow for the given destination. (Learn more about Using and Managing Route Custom Data.) To disable the Workflow for the destination, simply remove the Custom Data entry with the respective Workflow ID.

You can also upload a spreadsheet to add Workflows to addresses when planning routes. To do so, add the “workflow_id” column to your spreadsheet. Next, populate this column with the same or different Workflow IDs for your destinations. Learn more about Route4Me’s Spreadsheets Formatting Requirements.

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 will have the “Custom” column status.

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

After enabling Workflows and dispatching routes, your drivers start and navigate routes, arrive at a destination, complete tasks on Route4Me Mobile Apps, and set the Done or Failed status accordingly. Depending on the Workflow, a driver will be required to complete the respective set of mandatory or optional tasks.

Conveniently, Route4Me provides seamless, instant route data synchronization. As drivers complete Workflow tasks, collect proof of delivery or visit, and add statuses using the Mobile App, all updates are automatically synchronized with Route4Me’s Web Platform in real time. You can click the Arrow Icon in the “Notes” section of the Destination Info panel to open the respective destination’s Activity Feed and track workflow activity in real time.

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.

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.

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

To assign the Done status, the driver needs to tap the “Done” status button. Then, the app will show all Workflow tasks: verifying ID, capturing a customer signature, attaching 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.

Similarly, to assign the Failed status, the driver needs to tap the “Failed” status button. Then, the app will show all Workflow tasks: providing the reason for not being able to complete the order or delivery, adding 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.

Supported Workflow Actions For Done And Failed Destination Statuses

Below are examples of various supported actions and Driver Tasks you can add to your proof of delivery, visit, or service Workflows. To complete, each Action Type requires different input from the assigned User. A list of all supported done and failed Workflow Actions can be found earlier in this guide.

Record Media – Capture Photos, Videos And Voice Recordings

Route4Me enables your field team to capture photos, voice recordings, and videos at customer destinations.

Scan Barcodes – Delivery And Pickup Label Code Scanner

Workflows are fully integrated with the Route4Me Label Scanner, enabling effortless and secure order completion.

Customer Verification – Capture E-Signature, Verify Signee ID, Age And Name

You can easily capture e-signatures and confirm the personal and ID details of the signee or customer in seconds.

Code Confirmation – Set Delivery Code Or Fail Code

Whether a destination is successfully visited or not, your drivers can mark down the specifics through Route4Me’s customizable Release Codes and Exception Codes. This system enables you to easily implement your business confirmation codes into any of your Route4Me Workflows. To customize Done and Failed codes, contact Route4Me Support.