How to Create a Workflow
Create workflows suited to your business and its processes. A workflow is a way of managing repeatable tasks that occur in a set order to meet a required outcome. Group your tasks and set target dates for different sections of your workflows.
Once your workflows are set, staff will always know what tasks are required and when they are due.
Please Note: Depending on the type of organisation you have registered with, your organisation will come with some preset workflows which you can amend to suit your processes.
Create a Workflow
Before creating your workflow, you should have a clear idea of your process and the steps that are involved. You'll need to name your workflow, assign it to either Leads, Jobs, or Projects, and you'll need to break it into a number of steps and individual tasks.
To create a workflow, follow these steps:
- From the User Menu Panel, navigate to Settings > Workflows and click Create.
- Name your workflow, and choose whether this workflow applies to Jobs, Leads, or Projects.
Click Add a new step:
- Name your step and assign it to the relevant Job/Lead/Project Status.
- Click Create again.
You can repeat this process and add as many steps as you need, or you can start adding tasks to each step:
- Click Add new task.
- Name your task and select the corresponding operation. (You can add a new operation on the spot if required.)
- Enter the number of staff required and estimated completion time.
- Set the rules for Target Date Calculation (e.g. Due same day as previous task, Due 1 day after previous task, etc.)
- Select whether your task Requires any other tasks to be completed first. You can choose All, None, or Selected tasks. If you choose Selected, another drop-down will appear for you to choose one or more specific tasks that need to be completed before this one. (Note: This drop-down will not appear for the very first task that you create in a workflow.)
- Choose whether this task applies to All or Selected Job/Lead/Project Types. If you choose Selected, a second drop-down will appear for you to choose one or more Types to apply this task to.
- If required, choose any Triggers from the drop-down to assign to this task.
- If required, add a Description.
- Click Create.
Once you have added all your steps and tasks, your workflow is complete!
You can edit a workflow at any time by going to Settings > Workflows, clicking into your chosen workflow, then clicking Update.
Tips:
- Rather than setting up several different workflow variations, you can create one main workflow with all your tasks in it, which you can customise for different Job/Lead/Project types using your task settings as shown above.
- If you do need to set up multiple similar workflows, you can Copy a workflow using the button at the top-left, rename the copy and make edits as needed.
- If most of your Jobs/Leads/Projects use the same workflow, you can Set As Default using the button at the top-left. When a new Job/Lead/Project is created, it will automatically have the default workflow assigned to it.
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