The Workflow Marketplace offers a collection of ready-to-use automations that can be effortlessly activated or deactivated, aiming to enhance efficiency by streamlining and automating routine manual tasks. It’s possible to automate 5 out of the 7 workflows; estimate chasing, debt chasing for companies, debt chasing for private customers, customer invoice payment receipts, negative diary event tasks, after sales response and finally, proposal chasing.
Its possible to automate 5 out of the 7 workflows
Available workflows
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.
View settings
Before you begin you will need to set up Email Templates and Communication Rules in your Settings.
The term ‘stage’ refers to a piece of your workflow.
➡️ 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
Editing your Workflows
The stages for each workflow are already built and ready to go, however, you may wish to change how these operate.
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.
Stages will vary from Workflow to Workflow
If a setting on a stage is greyed out, this means it has been hard coded and cannot be changed
Enabling your workflows
➡️ Workflow marketplace > View > Toggle necessary workflows
Unable to edit your workflow? You will need to make sure it’s disabled first.
When a workflow that was previously active is disabled, it will complete its current processes before coming to a complete stop.
Workflow history
You can track the status of a workflow—whether it has failed, is in progress, or has completed—by checking the Workflow history. You can filter by the status of the workflow & apply a date range.
Statuses
- Complete Status - This stage has been completed
- Running Status - This stage is currently due to take place next
- Skipped Status - This stage has been skipped as it wasn’t able to complete (If a communication rule is not set for email or SMS or if the email or mobile number is invalid)
- Failed Status - This stage has encountered an issue and is unable to complete (for example, the customer doesn't have a contact or communication rule setup)
- Pending Status - Awaiting commencement; scheduled to start once preceding stages are completed or skipped.
Workflow Audit
Any changes such as editing, enabling, or disabling a workflow are logged and can be reviewed in the Workflow Audit tab.
When a block is edited, the edited block will be highlighted, showing both the old and new information. You can see who edited the block by looking at where it says "Edited by:" This will then show the users profile icon and if you hover over this icon it shall tell you the users name. Next to this will be the date and time of the edit.
Enabled or disabled logs are not clickable and will simply show you the information. (For example - Edited by Steven on the 22nd August at 8:00am)
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 the condition would then be the date range you wish to apply.
Conditions
Is equal to - The name of the user you wish to filter by
Is not equal to - To remove certain users from the results (for example, yourself)
Logged in user - Will display the current logged in users information (for example, if you're the one logged in, it will show you your workflow audits)
Set up 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