The Workflow marketplace offers a collection of ready-to-use automations that can be effortlessly activated or deactivated, enhancing office efficiency by automating routine manual tasks, such as sending emails or creating office tasks. Through multiple stages, communications can be triggered when a condition is met.
The term ‘stage’ refers to a step of the workflow.
Prerequisites
Email templates - Some default email templates are provided for use with the workflows, however, these can be edited if you would like to customise them.
Communication rules - Workflows use email communications to send reminders to customers automatically, setting the communication rules to enable email by default when a new customer is created and an email address is provided, or make bulk changes to the communication types for all customers.
View settings
➡️ Profile Icon > Settings > Automation > Workflow marketplace
- Red: Disabled Green - Enabled
- Edit: Edit your workflow stages
- View: View your workflow stages in read-only
- View the history of this automation: This will take you to the audit trail of the workflow
Available workflows
Currently, 7 premade workflows are available for use, and 5 can be enabled at any time. The workflows available are:
Proposal chase workflow - This workflow tracks proposals sent to customers, with configurable reminders for follow-ups. Alerts notify you of no response. (Proposal templates: available only with Sales CRM)
Estimate chase workflow - This workflow can be used to chase estimates sent to customers. Configurable reminders can be sent to the customer or company contacts before a final office task is created to alert you about an estimate having no response.
Debt chasing for companies - This workflow can be used to chase debts on invoices sent to companies. Configurable reminders can be sent to the company contacts before a final office task is created to alert you about non-payment.
Customer invoice payment receipt - This workflow can be used to send receipt emails to customers who have made payments against all of their invoices.
Negative diary event task - When an engineer clicks to reject, no access or abort an office task will get created to inform your office team.
After sales response - This workflow gathers the after sales responses entered by customer(s) and sends a thank you note or an office task depending on a positive or negative response respectively.
Debt chasing - This workflow can be used to chase debts on invoices sent to private customers. Configurable reminders can be sent to the private customers before a final office task is created to alert you about non-payment.
Enable/Disable workflows
➡️ Toggle Enabled/Disabled on the desired workflow
When a workflow is disabled, it will complete any running processes before coming to a complete stop.
Viewing workflows
You can view the workflow to see what stages make up the complete workflow, providing an understanding of how it will function once enabled.
➡️ Click 'View' on the desired workflow.
There are 4 blocks used to make up any one workflow, these are detailed below.
Delay
You can set the delay of the next stage by minutes, hours, days or months.
Send an email
Set who the email of this workflow is sent to and CC / BCC users as well. You can also select which email template is used here as well.
Create an office task
Set an office task for a user or multiple users to complete when the workflow is finished.
Field based delay
Set the delay for the payment chase by days/months.
Editing workflows
These pre-built workflows are ready to be used by enabling them, however, they can be customised further through editing.
➡️ Click 'Edit' on the desired workflow.
Unable to edit your workflow? Make sure it’s disabled first.
If a setting on a stage is greyed out, it has been hard-coded and cannot be changed.
Workflow history
You can track the status of a workflow - whether it has failed, is in progress, or completed - by checking the Workflow history. History can be filtered by the status of the workflow and a date range.
➡️ View or Edit the desired workflow > Workflow history
Statuses
- Complete - This stage has been completed.
- Running- This stage is currently due to take place next.
- Skipped - This stage has been skipped as it wasn’t able to complete, eg., If a communication rule is not set for email or if the email address is invalid.
- Failed - This stage has encountered an issue and is unable to complete eg., the customer doesn't have a contact or communication rule setup.
- Pending - Awaiting commencement; scheduled to start once preceding stages are completed or skipped.
If a stage fails, the workflow will stop and no further stages will be attempted for that workflow instance.
Workflow audit
Any amendments to a workflow are logged in an audit and can be reviewed at any time.
➡️ View or Edit the desired workflow > Workflow audit
Enable/Disable: Record shows who performed this action and the date/time it was done.
Edit: This record can be clicked to highlight the block that was edited. It displays the change that was made, along with the user that performed this action and the date/time it was done.
You can also filter based on the block name or created by and choose the corresponding condition. For example, "date" will be the field and then the condition will be the date range you wish to apply.
Conditions
Is equal to: Show records for actions performed by this user only
Is not equal to: Remove records for actions performed by this user, leaving all other records visible
Logged in user: Show records for for actions performed by the current logged in user
Setup Videos
▶️ Setting up 'Negative Diary Event' workflow
▶️ Setting up 'Customer Invoice Payment Receipt' workflow
▶️ Setting up 'After Sales' workflow
▶️ Setting up 'Debt Chasing for Private Customers & Companies' workflow