Use Cases

What VARIO Cloud scripting can do for marketing, sales, purchasing and product data — from newsletter sync to AI-generated product texts.

This page shows what VARIO Cloud scripting can do beyond validating fields. Each use case describes the idea, how it is triggered and which services it combines. All of them are built only from services that exist today; the API details are on the linked reference pages.

The use cases combine four building blocks:

Building block	Starts the script	Typical use
Workflow	A record is saved, created or transferred	React immediately to a business event
Batch run on a selection	A user starts a batch action on a list	Bulk updates, one-off data jobs
Scheduled script processing	A cron expression (System → Task-Manager)	Nightly jobs, polling external systems
HTTP client + secrets	Called from any of the above	Talk to external APIs, see HTTP & Secrets

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Marketing

Sync Newsletter Contacts on Every Save

Whenever an address is saved and the customer has opted in, the script creates or updates the contact in the newsletter tool, for example Brevo, Mailchimp, CleverReach or HubSpot. When the opt-in is revoked, a second branch unsubscribes the contact.

• Trigger: workflow on account: Nach dem Speichern
• Services: accountService to read the address and its e-mail contact, httpClientService with the API key as a secret placeholder in a header
• Setup: a custom field for the opt-in, the tool's API host on the whitelist, a secret with the API key

Ask for a Review After the Invoice

When an order is transferred into an invoice, the customer receives an e-mail asking for a review. Text, layout and review link live in a report group; the script only decides when to send it and passes the invoice number as a placeholder.

• Trigger: workflow on document: AFTER_TRANSFER, limited to customer invoices
• Services: outputHelper to build a mail output request with the customer as recipient, accountService.sendNotification() to send it through the output module Adress-Listen, see Output
• Setup: a report group in Adress-Listen, an e-mail consumer

Segment Customers by Revenue Every Night

Every customer gets a segment A, B or C based on the net revenue of the last twelve months. Selections, newsletters and campaigns then filter by segment.

• Trigger: scheduled script processing on a selection of all customers
• Services: vqlService for the revenue sum, accountService to write the segment into a custom field
• Setup: a custom field for the segment; turn on Workflows ausschalten so the update does not trigger address workflows

Pull Leads from a Web Form

Every 15 minutes the script fetches new submissions from a form service and turns them into addresses with an e-mail contact and a CRM deal created from a template. A selection that returns exactly one record serves as a plain timer.

• Trigger: scheduled script processing
• Services: httpClientService with a bearer token secret, accountService, dtoFactory, crmDealService.createNewDtoByTemplate()
• Setup: the form service on the whitelist, a secret with its token, a deal template

Product Feed for Google Shopping or Price Comparison Sites

Every night the script writes the articles of a selection with number, name and price into a CSV or XML feed in the DMS, or pushes the feed to the portal's API. For standard formats, check the built-in automated data exports first.

• Trigger: scheduled script processing on an article selection
• Services: ioFactory writers into a DMS document or a string collector, optionally httpClientService, see Files & Export
• Setup: a DMS document type for exports

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Sales & CRM

Post Won Deals to Slack

Every won deal appears in the sales channel with title and volume the moment it is closed.

• Trigger: workflow on crm-deal: Nach dem Speichern, comparing the closing type with the previous state
• Services: crmDealService, httpClientService with a bot token secret
• Setup: slack.com on the whitelist; incoming webhooks do not work because secrets are not resolved in URLs

More Sales Ideas

Idea	How
Assign a sales rep by postcode when an address is created	Workflow on account: Vor dem Speichern, userAndGroupService
Ask the sales manager to approve high discounts	Workflow on document: Nach dem Speichern with split gateway and user action
Create a follow-up task seven days after an offer	Workflow with a timeout element, crmTaskService.createNewDtoByTemplate()
Notify a Teams or chat channel about large orders	Workflow on document: Nach dem Speichern, httpClientService

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Purchasing, Stock & Logistics

Idea	How
Pull purchase prices from a supplier API	Scheduled script processing on an article selection, httpClientService, priceService
Adjust purchase and sales prices to current commodity prices (copper, steel, aluminium)	Scheduled script processing on an article selection, httpClientService, priceService
Push stock levels to a marketplace or partner	Scheduled script processing on an article selection, httpClientService
Write an order export in the format of a logistics partner	Batch action on documents, XML writer into the DMS, see Files & Export

Import Supplier Images

The script downloads product images from a supplier's media server into the DMS and attaches them to the article, also from servers that need a token or user name and password. See Downloading Files into the DMS.

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Product Data

Generate Product Texts with AI

A language model writes missing product descriptions for a selection of articles. The same approach translates texts, generates SEO keywords, classifies articles into product groups or summarises long supplier data sheets.

• Trigger: batch action or scheduled script processing on an article selection
• Services: articleService, httpClientService with the AI provider's API key as a secret placeholder
• Setup: the provider's API host on the whitelist; turn on Workflows ausschalten so the update does not trigger article workflows

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Accounting & Master Data

Idea	How
Send overdue dunning letters every morning	Scheduled script processing on a dunning selection, dunningService.sendViaMail()
Mail invoices with a report group per customer language	Workflow on document: AFTER_TRANSFER, documentService.sendViaMail(id, groupIdentifier)
Block saving when a rule is violated	Workflow on Vor dem Speichern with an own error message
Link incoming DMS files to records after text analysis	Workflow on shelf: Dateianalyse abgeschlossen, shelfDocumentService.createAttribution()

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Good Practice

• Avoid loops. A workflow that updates the record it was triggered by fires again. Use a guard that detects the change, or run bulk updates as a script processing with Workflows ausschalten.
• Keep secrets in secrets. Never paste an API key into the script; request data is logged before placeholders are resolved.
• Handle failures. 4xx and 5xx responses throw. Catch them where a failure must not stop the business process.
• Stay within the limits. A script run is stopped after 5 minutes of JavaScript execution; a single HTTP request may take up to 300 seconds. Split large jobs into batch runs.
• Log what you do. logger.info() entries appear in the workflow protocol and the import log, which is the first place to look when something goes wrong.