Workflow module is available as Beta version for selected customers starting from July 2026. 
Description: A complete guide to building, automating, monitoring, and managing Shipment Order workflows in Logiwa IO — covering the Workflow Builder, triggers, conditions, actions, Dynamic Variables and Monitoring.
Overview
Shipment Order Workflows in Logiwa IO let warehouse managers automate repetitive order processing tasks without manual intervention. A workflow monitors incoming or updated orders, evaluates a set of conditions, and executes a series of actions when those conditions are met — for example, automatically assigning a carrier, copying a value between fields, sending an email notification, or setting a shipment date based on order attributes.
The Workflow module is built around an IF / ELSE IF / ELSE logic model: you define what triggers the workflow, what conditions must be true for each branch, and what actions to perform when a branch matches. Workflows are evaluated in priority order — the highest-priority active workflow runs first.
The module includes:
A Workflow Builder for creating and editing rules visually
Trigger Logic with three trigger types and four updated sub-types
A Conditions engine covering approximately 95 Shipment Order fields across 9 categories
An Actions engine covering 48 action types across 8 categories
Dynamic Variables for data-driven automation using live order field values
A Monitoring tab for full execution history and deep inspection
Library management tools including Duplicate Workflow, Workflow Tags, pre-defined Workflow templates
When to Use It
Use Shipment Order Workflows when:
You want to auto-assign carriers, shipping options, tags, notes, or dates based on order attributes
You need values copied between order fields dynamically at runtime rather than using fixed values
You need to inspect which conditions matched and which actions were applied to a specific order
You want to duplicate, tag, bulk-activate, or reprioritize your workflow library
Prerequisites
Before working with workflows, ensure:
Your user account has the Workflow Module Access permission enabled
Client and warehouse scopes are configured correctly — all workflow dropdowns are filtered to your authorized access
Any carriers, carrier setups, or shipping options referenced in actions exist and are active in your account
Navigating the Workflow Module
Navigate to Automation > Workflows to reach the Workflow List page — the main entry point for all workflow management. The page has two sub-navigation tabs: Workflows (the workflow library) and Monitoring (execution history). Switching between tabs preserves your scroll position and active filters within each tab.
The Workflows tab shows all Shipment Order workflows in your account as a prioritized table. Each row displays:
Priority — row position with a drag handle for reordering
Name and system workflow ID
Client and Warehouse scope
Status toggle — Active, Passive, or Draft
Tags — colored chips for organization
Trigger Type — Created, Updated
Three-dot menu — Edit, Change Log, Duplicate, Edit Priority, Delete
Use the search bar to filter by name or tag in real time. Use the Filters dropdown to filter by Status, Tag, Client, or Warehouse. Multiple active filters combine with AND logic.
Creating a Workflow in the Builder
Opening the Builder
From the Workflow List page, click Create Workflow. The builder opens in create mode with an empty form. The builder uses a 4-column grid layout: the left three columns contain the editor (General Information, Trigger, Rule Groups, and Footer) and the right column contains a sticky Summary Panel that updates in real time as you configure the workflow.
General Information
Fill in the following fields at the top of the builder:
Field | Description | Notes |
Name | The workflow's display name | Required. Max 100 characters. Auto-focused on page load. |
Client | Which clients this workflow applies to | Toggle Use All to apply to all clients, or select specific clients within your permission scope. |
Warehouse | Which warehouses this workflow applies to | Same pattern as Client. |
Status | Active, Passive, or Draft | Active workflows evaluate immediately. Draft workflows are saved but never evaluated. |
Tags | Up to 4 colored tags per workflow | Tags are auto-colored from a 5-color palette. Duplicate and blank tags are prevented. |
Trigger Section
The Trigger section defines what event causes the workflow to fire. Choose one of three trigger types:
Created
Fires when a new Shipment Order enters the system through any method: manual UI entry, REST API integration, native channel integrations (Shopify, Amazon, and others), or Excel bulk import. Each order in a bulk import fires the trigger independently. No sub-type configuration is needed. The Execution Frequency control is not shown for this trigger type — an order can only be created once.
Updated
Fires when a Shipment Order is modified. Choose one of four sub-types:
Any Update — fires whenever any field on the order changes, regardless of which field or what the new value is. The Execution Frequency control is hidden and forced to Run Once per Order.
Field Value Change — fires when a specific field changes. Optionally configure a FROM value (the previous value) and a TO value (the new value) — both are optional; leaving them blank means "any value." The field selector uses the same categorized dropdown as the Conditions section.
Execution Frequency
For Updated trigger, a radio button pair sets the frequency:
Run Once per Order (default) — the workflow fires at most once per order, even if the trigger condition is met multiple times
Re-trigger on Every Match — the workflow fires every time the trigger event occurs on the order
⚠️ Workflows do not trigger each other. System-initiated updates from other workflows never fire the Updated trigger on a second workflow.
Rule Groups — IF / ELSE IF / ELSE Logic
Rule groups define the conditional branching logic of the workflow. The first IF group is always present and cannot be removed. You can add additional ELSE IF groups and one final ELSE group, up to a maximum of 350 rule groups per workflow.
The ELSE group is always the last group and executes unconditionally when no preceding IF or ELSE IF group matched the order.
Conditions
Conditions are the criteria an order must meet for the rule group's actions to execute. Each IF and ELSE IF block supports up to 40 conditions. ELSE groups have no conditions.
Each condition row consists of:
Logic Gate — "Where" for the first condition; AND or OR for subsequent conditions (AND is the default)
Field — the Shipment Order field to evaluate, selected from a categorized dropdown with ~95 fields across 9 categories:
Category | Example Fields |
Dates & Times | Shipment Order Date, Scheduled Shipment Date, Expected Delivery Date, etc. |
Customer & Contact | Customer First Name, Customer Email, etc. |
Shipping Address | Address Line 1 (Shipment), City, County, etc. |
Billing & Financials | Order Total Price, Tax Type, Charged Account Number, etc. |
Order Logistics | Carrier, Requested Shipping Option, Carrier Package Type, etc. |
Order Metadata | Order Tag, Order Type, No. of Products, No. of Lines. etc. |
Product & Specs | Damage Reason, SKU, Product Weight, Product Group, etc. |
Notes & Instructions | Note, Extra Note 1–2, Gift Note, Packing Instructions, etc. |
Flags & Indicators | Is Backorder, Has Label, Is Store Updated, etc. |
Operator — how to compare the field value. Available operators:
Operator | Notes |
Equals / Not Equals | Exact match |
Contains / Does Not Contain | Substring match |
Starts With / Ends With | Prefix/suffix match |
Greater Than or Equal To / Less Than or Equal To | Numeric and date fields |
Between | Dual-value input; range inclusive |
Is Empty | Matches null, empty string, and whitespace-only strings — not false or 0 |
Is Not Empty | Recommended as a guard condition before Copy From Field actions |
X Days Ahead and More | Relative date |
X Days Before and More | Relative date |
Within Next X Days | Relative date |
Within Past X Days | Relative date |
Value — the comparison value. The value input adapts to the operator: hidden for Is Empty / Is Not Empty, dual-input for Between, multi-select dropdown with Select All for categorical fields.
💡 Conditions can be organized into named Condition Groups within an IF or ELSE IF block to express compound logic such as (A AND B) OR (C AND D). The 40-condition limit applies across all groups combined within the block.
Actions
Actions are the operations Logiwa IO performs when a rule group's conditions are met. Up to 40 actions are allowed per workflow across all rule groups. Each action row shows "Then" for the first action and "And" for subsequent ones.
Actions are organized into 8 categories:
Category | Example Actions |
Carrier & Routing | Set Shipment Instructions, Set Return Instructions, etc. |
Billing & Duties | Assign Address Type, Set Recipient Tax Id and Type |
Package & Weight | Set Packing Warning Type, Shipment Package Material, etc. |
Scheduling & Dates | Set Expected Shipment Date By, Set Expected Delivery Date By, etc. |
Edit Order Details | Assign SO Type, Set Total Price, etc. |
Notes & Tags | Add Extra Note 1, Add This Tag, Add This Note, etc. |
Status & Workflow | Add Priority, Use Auto-Shipment (Only for Ready to Ship Orders), etc. |
Communication | Send an Email |
Advanced | Add SKU, Delete SKU, Set Retailer |
Nine action types support a Value source toggle (Static Value / Copy From Field) for Dynamic Variable automation — see the Dynamic Variables section below.
Summary Panel
The sticky right-column panel gives real-time visibility into the workflow's configuration:
Workflow Summary — name, trigger type, execution frequency, and (in edit mode) last run time and total run count.
Limits — three color-coded progress bars tracking:
Conditions — total conditions in the current IF block vs. the 40-condition limit
Actions — total actions across all rule groups vs. the 40-action limit
Rule Groups — total groups vs. the 350-group limit
Complexity Analysis — a real-time score and badge based on your configuration:
Score | Badge | Color |
0–5 | Simple | Green |
6–15 | Moderate | Blue |
16–30 | Complex | Orange |
31+ | Very Complex | Red |
Scoring adds: +2 per rule group, +1 per condition, +1 per action, +1 per OR gate, +1 per complex operator (Between, Contains, Does Not Contain, Starts With, Ends With), and +3 if any Dynamic Variable is used anywhere in the workflow.
Form Requirements — a live list of any missing required fields or broken references, shown with Ready / Warning states. The workflow cannot be saved until all Required items are resolved.
Reference Validation — warnings are shown if the workflow references any deleted or inactive objects (carriers, carrier setups, shipping options, tags, or custom fields). Validation runs on builder load and updates in real time.
Saving the Workflow
Save Workflow — saves and activates the workflow (or saves in its current Status if Passive or Draft is selected)
Save as Draft — saves the workflow in Draft status without activating it
Cancel — navigating away with unsaved changes triggers a confirmation dialog
Using Dynamic Variables (Copy From Field)
Dynamic Variables replace hardcoded static values with live order data resolved at the moment of execution. A single workflow built with Dynamic Variables can handle many different order variations automatically, without requiring a separate rule for each scenario.
Copy From Field — Mode Toggle on Actions
Nine action types include a Value source radio toggle:
Action | Target Field |
Add Extra Note 1 | Extra Note 1 field on the order |
Add Extra Note 2 | Extra Note 2 field on the order |
Add Gift Note | Gift Note field |
Add Packing Instructions | Packing Instructions field |
Add This Note | Note field |
Add This Tag | Adds a tag to the order |
Add SKU | Adds a SKU line item to the order |
Delete SKU | Removes a matching SKU line item |
Set Custom Field | Writes to a custom order field |
Switching to Copy From Field mode:
In the Actions section, add or click one of the nine supported actions.
In the Value source toggle, select Copy From Field.
The static value input is replaced by a Copy From Field dropdown. Select the order field to read from at runtime.
Set Quantity if applicable (for Add SKU and Delete SKU), then click Set Action.
The available source fields depend on the action. For most actions, the full list of 21 source fields is available including: Order Tag, SO CustomFieldTextBox 1–3, SO CustomFieldDropDown 1–2, Note, Extra Note 1–2, Gift Note, Packing Instructions, Carrier, Ship To Country, Ship To State, Ship To City, Ship To Zip, Channel, and others. The action's own target field is automatically excluded from the dropdown to prevent self-referencing.
Runtime behavior:
The value is read at execution time — not at configuration time — so it reflects the live state of the order when the workflow fires
If the source field is empty or null, the action overwrites the target with an empty value and records an informational log entry; the workflow run is not marked Failed
If the resolved value exceeds the target field's maximum length or has a type mismatch, the action is skipped with an informational log entry
Resolution happens after conditions are evaluated and after preceding actions in the same rule group have completed — a Copy From action can read a value just written by an earlier action in the same group
💡 To prevent unintended empty overwrites, add an Is Not Empty condition on the source field in the same rule group.
Order Tag — Multi-Value Resolution
When the selected Copy From source field is Order Tag, the behavior differs from single-value fields. An order may carry zero or more tags. Logiwa IO reads all tags on the matched order and processes each tag independently:
Each tag is looked up as a potential SKU or value (exact match, case-insensitive, whitespace-trimmed)
Each tag that resolves to a valid match results in the corresponding action being applied — independently per resolved tag
Tags that do not resolve are skipped with an individual informational log entry
Duplicate tag values on the same order are deduplicated before lookup — the action is applied only once per unique tag value
If the order has no tags, or none resolve, no changes are made
Example: An order carries tags "Urgent", "Fragile", and "SKUA". The client has products SKU = "SKUA" and SKU = "Urgent" but not "Fragile". Result: SKUA and Urgent are added at the configured Quantity each; Fragile is skipped with an informational log entry.
Copy From (Dynamic Variable) — Standalone Action
For explicit field-to-field mapping not covered by the nine toggle-enabled actions, add a Copy From (Dynamic Variable) action from the Advanced action category. This action provides a full source → target dropdown pair using the same 21-field list for both.
Rules:
Source and target fields must be different
Type mismatch, max length violations, and unresolvable values cause the action to be skipped with an informational log entry
If the target field is a Tag, the tag is auto-created if it doesn't already exist
If the target field is a SKU, the resolved value must exist in the product database
Dynamic Date Calculation
Date actions include a Date source radio toggle:
Fixed Days — a numeric input specifying a fixed number of days from today
Copy From Date Field — reads a date from the order and optionally applies arithmetic
When Copy From Date Field is selected, a configuration panel appears with four inputs:
Input | Description |
Source Date Field | The date field to read from — 11 options including Order Date, Shipment Date, and SO CustomFieldDateTime 1–3 |
Operation | No Change, Add, or Subtract |
Value | Numeric value (hidden when Operation is No Change) |
Unit | Days, Hours, or Minutes (hidden when Operation is No Change) |
A real-time formula preview updates as you configure — for example: Formula: Shipment Order Date + 5 Days.
If the source date field is null at execution time, the date action is skipped and an informational log entry is written.
Managing Broken References in Workflows
The Workflow module automatically detects broken references—missing dependencies or deleted system items (such as tags, statuses, or fields) that are still assigned to active workflow conditions or actions.
If a workflow contains a missing element, a warning icon will appear next to the workflow on the Workflows grid.
Example scenario:
You create an Order Tag called "Urgent" and use it inside a workflow as a Condition or Action.
Later, the "Urgent" Order Tag is deleted from your system settings.
The system flags the workflow with a warning icon to alert you that it relies on an Order Tag that no longer exists.
⚠️ Important: Workflows with broken references may not execute as expected until the missing parameter is updated or removed.
Monitoring Workflow Executions
The Monitoring tab provides a complete execution history for all workflow runs — showing which conditions matched, which actions were applied, and why any action was skipped or failed.
Monitoring Dashboard
Navigate to Automation > Workflows.
Click the Monitoring tab.
Use the search bar to filter executions by workflow name. Use the mode selector next to the search bar to switch between Equal (exact match) and Contains (partial match).
Click Filters to narrow results by:
Run Time — a date/time range
Shipment Order — a specific order number
Status — Success or Failed (no Pending status exists — executions are either complete or failed)
The execution table shows the following columns per row:
Run Time — when the workflow ran
Shipment Order — the order the workflow evaluated
Workflow — the workflow name
Status — Successful, Failed and Not Matched badge
Successful: Workflow successfully updated the order
Failed: Workflow failed due to a technical issue
Not Matched: Workflow did not update the order as the order did not match the conditions
The table footer includes a Compact Rows toggle, page size selector, pagination controls, an Export as Excel button, and Total / Selected counters.
Execution Details Drawer
For a deep inspection of any execution:
Click the three-dot menu (⋮) on an execution row and select Details.
The Execution Details drawer slides up from the bottom of the screen. The drawer header shows execution context: Run Time, Order, Workflow, and Status.
The detail table inside the drawer shows all execution entries for that order + workflow combination, with the following 9 columns:
Column | Description |
Type | Condition or Action — shown as a color-coded pill |
Rule Group | Which group was evaluated — color-coded IF / ELSE IF / ELSE badge |
Cond. Group | The condition sub-group label, or "—" if condition groups are not in use |
Field Name | The Shipment Order field that was checked (condition) or written to (action) |
Expected Value | The value configured in the workflow condition |
Actual Value | The live value on the order at execution time |
New Value | The value written by the action (if applicable) |
Result |
|
Reason | Explanation for any Skipped or Failed result |
Separator rows visually divide multiple executions and rule groups within the drawer. The drawer is searchable, has its own Compact Rows toggle and Export as Excel button in the footer, and can be closed via the transparent top area, the close button, or the Escape key.
Understanding Results
Success — all conditions in the matching rule group were evaluated and all actions were applied (or intentionally skipped due to Copy From resolution — skips do not cause a Failed status).
Failed — an action encountered an error during execution, such as referencing a deleted resource. Check the Reason column for specifics.
Skipped (on an action row) — the action did not execute, typically because a Copy From Field source value was empty, unresolvable, or of the wrong type. The overall workflow run status is not set to Failed for skipped actions.
Matched / NotMatched (on a condition row) — whether the order field value satisfied the condition at the time of evaluation.
Managing Your Workflow Library
Duplicating a Workflow
On the Workflow List page, click the three-dot menu (⋮) on any workflow row.
Select Duplicate.
Logiwa IO creates a full deep copy of all configuration — trigger, conditions, actions, rule groups, execution frequency, tags, and client/warehouse scope — renamed with a timestamp suffix and set to Draft status.
Execution history is not copied. The duplicate's change log starts fresh with a "Created (duplicated from...)" entry.
Click Edit on the new draft to rename it and adjust any settings before activating.
⚠️ Duplication is blocked if your account has already reached the 250 active workflow limit.
Tagging and Organizing Workflows
Adding tags in the builder:
In the General Information section, click the Tags field and type a tag name. Select an existing tag from the dropdown or press Enter to create a new one. Each workflow supports up to 4 tags. Tags are auto-colored from a 5-color deterministic palette.
Managing account-level tags:
Click Manage Tags from within the tag field popup to open the Tag Management popup. From here you can search, create, edit (rename or recolor), and delete tags. There is no limit on the number of tags at the account level — the 4-tag limit applies per workflow only.
Editing a tag name or color propagates immediately to all workflows using that tag
Deleting a tag that is in use shows a confirmation warning before removing it from all workflows
The Legacy tag is auto-assigned to all workflows migrated from the previous system during migration — it does not count against the 4-tag limit for migrated workflows
Filtering by tag:
Use the Tags filter on the Workflow List to display only workflows with a specific tag. This is the fastest way to find all workflows of a given type (for example, all carrier assignment rules).
Bulk Status and Tag Operations
On the Workflow List page, check the box on one or more workflow rows. A header checkbox selects all visible rows. A Selected counter in the toolbar shows how many rows are selected.
The Update Status and Tags toolbar buttons transition from passive to active when at least one row is selected.
Update Status — choose Activate Selected Workflows or Deactivate Selected Workflows. There is no bulk Draft option.
Tags — adds a tag to all selected workflows. Workflows already at the 4-tag limit are silently skipped with a notification showing how many were skipped.
Using Pre-Built Templates
From the Workflow List page, click Create Workflow to open the builder in create mode.
Click Use Template in the builder header. (This button is only visible in create mode — it is not shown when editing an existing workflow.)
A right-side slide-out drawer opens showing template cards. Each card displays the template's name, complexity badge, description, tags, and a summary of its trigger, conditions, and actions.
If the builder already has data, a confirmation modal appears before the template is applied.
Click Apply on a template. Logiwa IO deep-clones the template's full configuration into the builder and shows a success toast.
Adjust the pre-filled fields as needed, then click Save Workflow.
Reordering Evaluation Priority
Workflows are evaluated in the order they appear in the list — row 1 is evaluated first when an order event occurs. To reorder:
Drag and drop:
Click and hold the drag handle on the left of any workflow row and drag it to the target position. The dragged row becomes semi-transparent during the move and the target drop position is highlighted. The new order is saved via API on drop and reflected on page reload. An Undo option appears in the success toast.
Edit Priority modal:
Click the three-dot menu (⋮) on any row and select Edit Priority. A modal opens with the current priority number, stepper ±1 buttons, and a target position input. Type the desired position and confirm. Priority gaps from deleted workflows are valid — new workflows are always added at the bottom.
All priority changes are recorded in each affected workflow's Change Log.
Viewing the Workflow Change Log
Every configuration change made to a workflow is recorded in its Change Log — an audit sidebar showing who made each change, what was changed, and when. Change types (Created, Modified, Status Change) are visually coded with distinct color indicators.
To open the Change Log:
Click the three-dot menu (⋮) on any workflow row.
Select Change Log.
The sidebar slides in from the right. It can be closed via the overlay, the Escape key, or the close button.
System Limits
The following hard limits apply to all workflow configurations:
Limit | Value |
Workflow name length | 100 characters |
Active workflows per account | 250 |
Conditions per IF / ELSE IF block | 40 |
Actions per workflow (across all rule groups) | 40 |
Rule groups per workflow | 350 |
Tags per workflow | 4 |
All limits are enforced at both the UI level (controls are disabled at the limit, with a tooltip) and the API level. Workflows migrated from the previous system that exceed these limits are grandfathered — they can be reduced but cannot be increased beyond the limit until they are back within it.
Common Questions & Edge Cases
What does "Skipped" mean in the Monitoring drawer?
Skipped on an action row means the action did not execute — for example, a Copy From Field action could not resolve a value because the source field was empty or the resolved value didn't match a valid SKU. Skipped actions are logged as informational and do not set the workflow run status to Failed.
What does "Failed" mean on a workflow execution?
Failed means an action encountered an error during execution — for example, a carrier referenced in a Set Carrier action was deleted after the workflow was configured. Check the Reason column in the Execution Details drawer.
Can workflows trigger each other?
No. When an order event occurs, all active workflows with a matching trigger are evaluated in priority order. Actions executed by Workflow A never trigger Workflow B — only direct order changes from outside the workflow engine (UI, API, channel integrations) fire triggers.
What happens when an order is bulk-imported via Excel?
Each order in the import fires the Created trigger independently. Trigger evaluation runs asynchronously — the import does not block the UI, and individual order failures do not block the remaining orders. Each result is visible in the Monitoring tab.
Is there a limit to how many workflows I can have?
Accounts are limited to 250 active workflows. The Create Workflow and Duplicate buttons are disabled when this limit is reached. Passive and Draft workflows do not count toward the limit.
Does duplicating a workflow copy its execution history?
No. The duplicate starts with a clean execution history. Its change log records a "Created (duplicated from...)" entry as its first event.
Can I see all workflows that ran on a specific order?
Yes. Use the Shipment Order filter on the Monitoring dashboard to display all execution records across all workflows for a single order number.
What happens if I delete a tag used by multiple workflows?
A confirmation warning appears before deletion proceeds. If confirmed, the tag is removed from all workflows using it immediately.
What are workflow complexity scores used for?
Complexity scores are informational — they help you understand the computational cost of a workflow and identify opportunities to simplify. A very high complexity score may affect execution time at scale; see your system administrator if you have concerns about performance on complex rule sets.