Questions about Workflow/Process
Question 1. How to change the domain on Getfly?
This applies in cases where you want to completely change your domain name—not keeping the default “getflycrm.com” suffix.
Example: Your company, Nấm Linh Sơn, is currently using the default domain namlinhson.getflycrm.com provided by Getfly. You own the website namlinhson.com and now want to change the domain to crm.namlinhson.com.
You will need to log in to the domain management panel for namlinhson.com (If you’re unsure how to access this, please contact your system admin or domain provider). Then, create a new DNS record with the following settings:
Record Name (Host): crm
Record Type: CNAME
Record Value: namlinhson.getflycrm.com
(Example using Mắt Bão domain service)
If you want to point to phongkinhdoanh.tendomaincantro.com, enter phongkinhdoanh in the Host field accordingly.
Once the DNS record is created, please notify the Getfly support team so we can proceed with domain configuration.
Note: To log in using the new domain on the Getfly mobile app, the domain must have an SSL certificate. You can purchase an SSL certificate from your domain provider.
If you already have an SSL certificate, please provide the following three files so the Getfly technical team can complete the configuration:
Private key
CRT file
CA-bundle
Question 2. What is the order workflow and status system in Getfly?
When you create a new order on the system, it will go through the following possible statuses:
New Order Created → Status: Pending Approval (if the order approval process is enabled)
Order Approved → Status: Approved
Delivery Request Created → Status: Waiting for Delivery
Delivery Approved → If fully delivered → Status: Fully Delivered
If partially delivered → Status: Partially Delivered (e.g., 2 out of 10 items delivered)
Not Fully Paid or Payment Request Not Created/Approved → Status: Unpaid
Order Paid (payment receipt approved) → Status: Paid
Products Returned → Status: Returned
Order Canceled → Status: Canceled
Order Approved, Paid, and Fully Delivered → Status: Completed
Order Paid During Current Month → Status: Collected This Period
Note: An order can have multiple statuses at the same time. For example, an order that is approved but not yet paid will be shown under both Approved and Unpaid statuses.
Question 3. What is the return process and how to view returned product reports in Getfly?
To perform product returns, you need to be using the Inventory module in Getfly. Please follow the steps below:
Permissions Required Ensure you have the following permissions:
Access to Inventory
Be listed as a related person in the warehouse
Permission to create new stock-in forms
If the warehouse has enabled the inventory approval workflow, you must also have the permission “Request stock-in” for that specific warehouse to be able to return goods.
Return Process
Step 1: Go to the order details → Click Return
Step 2: Select the warehouse to return the product to, return date, quantity to return, and add notes if needed → Click Request Stock-in
Step 3: Approve the return stock-in form The person who approves the return stock-in form must have permission to approve stock-in for that warehouse (e.g., Warehouse Keeper). If the inventory approval process is enabled, only the designated approver can perform the approval.
Approve the return stock-in form to bring the returned products back into the selected warehouse.
Step 4: Handle the order after the return
If all products are returned:
Open the order → Choose either:
Cancel Order if you no longer need the order
Or Edit the order and change the total price to 0 if you want to keep the order record but not count the revenue
If only some products are returned:
Open the order → Adjust the actual quantity and selling price of the returned products → Re-approve the order
Note: If the order has already been paid, you will need to delete the related payment logs (e.g., cancel the expense voucher in the Finance module) and reprocess the payment to accurately reflect the amount paid by the customer.
Reporting Returned Products
To view a report of returned products during a specific period: Go to Reports → Products → Scroll down and select "Returned Products During the Period"
Permissions required:
“View product KPI statistics” to view your own product return reports
“View all product KPI statistics” to see returns across the system
The report includes the following:
(1) Product Code – Each row shows a returned product code
(2) Product Name – Each row shows a returned product name
(3) Returned Quantity – Total number of units returned during the selected period
(4) Returned Value – Total value of returned items (based on selling price)
(5) Order Code – The orders associated with returned items (multiple orders are listed as shown)
(6) Stock-in Form Code – Stock-in records related to the returned items (multiple entries are displayed similarly)
Note: If any of the following items are deleted: the warehouse where products were returned, the returned product itself, or the associated order → the returned item will not appear in the KPI report.
Question 4. What is the approval workflow for orders, quotations, contracts, and inventory in Getfly?
This guide explains how to configure and manage the approval workflows for orders, quotations, contracts, and inventory in Getfly to:
Ensure accuracy and transparency in the approval process
Enhance control and management of business operations
Improve operational efficiency
1. Approval Workflow for Orders, Quotations, and Inventory
1.1 Enable the Approval Workflow
Log in to Getfly (admin account) → Go to Settings → System Configuration → CRM Settings → Approval Workflow
You can:
Enable/disable the approval workflow for each type (orders, quotations, warehouse)
Set options to allow or prevent edits after approval
1.2 Assign Approval Permissions
Log in to Getfly (admin account) → Go to Settings → Permissions → Assign approval rights to specific user groups (applicable to orders and quotations)
Inventory Approval: When the inventory approval workflow is enabled, the default approver is the Warehouse Keeper. To assign a different user or add extra approval steps:
Go to Inventory → Find the warehouse → Click the three dots at the end of the row → Edit → Scroll to "Warehouse Approver" → Select another user from the list
2. Contract Approval Workflow
2.1 Set Up the Workflow
Log in to Getfly (admin account) → Go to Settings → System Configuration → Workflow Setup → Contracts You can create a multi-step approval process. For each step, if additional files or details are required, click “Add Information” under "Additional Information".
2.2 Assign Approval Permissions
Log in to Getfly (admin account) → Go to Settings → Permissions → Assign approval rights to user groups (applies to both Sales Contracts and Purchase Contracts)
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