The actions you can add
The list is deliberately shorter than what the engine can do. Merchaint offers the steps that are safe and useful in a finance workflow, rather than every possible operation.
- A walkthrough video, then all seventeen actions in their three groups
- Flag, in full — the one you will use most
- Send Notification, and how recipients work
- Why field variables often come out blank, and what to do about it
01 · Video
Feature walkthrough
02 · Why
Why is the list this short?
The list is deliberately shorter than what the engine can do. Merchaint offers the steps that are safe and useful in a finance workflow, rather than every possible operation. If you are looking for something that is not here, it probably is not available.
03 · Use cases
Use Flag.
Approval, or Review if you do not want to wait.
Use If / Or.
Use Send Notification.
Pull from ERP, Push to ERP.
04 · How
Press ADD STEP, pick a category, pick an action, fill in its settings.
Logic and control
| Action | What it does |
|---|---|
| If / Or | Splits into two paths based on a check — see Check something before you act |
| Split | Splits a record into its line items |
| Review | Asks someone to look, and carries on without waiting |
| Approval | Pauses until someone approves or rejects — see Ask someone to approve |
Data and records
| Action | What it does |
|---|---|
| Flag | Puts a coloured label on the record |
| Create New Record | Makes a record in a module |
| Update Record | Changes fields on the triggering record |
| Delete Record | Soft-deletes a record |
| Close Record | Marks it closed, so workflows and match checks stop firing on it. Can archive instead |
| Reopen Record | Opens a closed record again. Archived records cannot be reopened |
| Pull from ERP | Brings records in from your accounting system — see Pull records from your ERP |
| Push to ERP | Sends records out — see Push records to your ERP |
Communicate
| Action | What it does |
|---|---|
| Send Notification | An in-app notification to people you choose |
| Export Data | Exports to a file |
| Export and Email | Exports and emails the file to team members |
| Code | Runs custom JavaScript |
| AI Agent | Runs an AI step that can reason about the record before acting |
05 · Flag — the one you'll use most
A flag is a label on the record. It shows in the record's status column and in your exceptions list.
| Setting | What to put |
|---|---|
| Action | Add flag, or Remove flag to take one off again |
| Target column | Leave as Row level to label the whole record, or pick a column to attach it to that column |
| Message template | The words on the label |
| Severity | Success (green), Info, Warning, Error |
| Mark as summary status | Shows this flag first, as the record's headline verdict |
| Only run once per record | Stops it firing again on later edits |
Remove flag is worth knowing about. Put an Add flag on one branch of a condition and a Remove flag on the other, and the label clears itself when the problem is fixed.
06 · Send Notification
An in-app notification. Give it a title, a message, a priority (Low, Normal, High, Urgent) and recipients. Recipients work the same way as approvers:
| Choose | Meaning |
|---|---|
| Entire Organization | Everyone |
| Department | Everyone in one department |
| Functional Role | Everyone with a job title, like CFO or AP Clerk |
| Individual Member | Named people |
Picking the whole organization or a department replaces anything else you had chosen. Job titles and named people can be combined.
07 · Expected result
The step appears in the list with a one-line summary of what you set.
08 · Troubleshooting and notes
There is no plain "send an email" step
Export and Email sends a file to team members. If you need to email a supplier, Merchaint cannot do that from a workflow today.
Close and Archive are the same step
Close Record has an option to archive instead. Archiving is final — a Reopen Record step cannot undo it.
Only run once per record appears on most steps
It follows the workflow's own default, which you set in Workflow settings, and you can override it per step.
09 · FAQ
Common questions
Yes. Branches have their own ADD IF STEP and ADD ELSE STEP buttons.
Yes, open it and press Change.
They are not in the list. What you see is what is available.
It makes that flag the headline on the record, rather than one label among several. Use it for a final verdict like PASSED, not for individual problems.