Contents:
Naming Your Workflow
When creating a new Workflow, your first step will be to name the Workflow. Whilst there is no set naming convention, it is recommended to utilize a name that describes the Workflow trigger and action.
An example may be:
New Lead > Create a Task.
By naming your workflows in a conventional manner, you will easily be able to search and identify specific workflows if you ever need to pause or edit them.
Enrolment Triggers
Deals
Deals
The DEALS trigger allows you to prompt a resulting action when one of three deal events occurs. These are when New Deals are created, when the Deal Status Changes and when the Deal Stage Changes.
New Deal
Triggered when a new deal is manually created or a lead is converted also resulting in a new deal.
Status Change
Triggered when the status of a deal is changed. This can include one of four deal status' such as WON, LOST, POSTPONED or ACTIVE.
Stage Change
Triggered when the deal is moved from one stage to another. This also includes moving deals from one pipeline stage to another pipeline stage.
Leads
Leads
The LEADS trigger allows you to prompt a resulting action when one of three lead events occurs. These are when New Leads are created, when the Lead Status Changes and when the Lead Owner Changes.
New Lead
Triggered when a new lead is manually created or imported.
Status Change
Triggered when the status of a lead is changed from one status to another.
Owner Change
Triggered when the owner of the lead is changed to another person.
People
People
The PEOPLE trigger allows you to prompt a resulting action when a New Person is created.
New Person
Triggered when a new person is manually created or when a lead is converted into a New Person.
Companies
Companies
The COMPANIES trigger allows you to prompt a resulting action when a New Company is created.
New Company
Triggered when a new company is manually created or when a lead is converted into a New Company.
Note: Triggers are a great starting point for planning your workflow. Be sure to add filters if you want the follow-on automation to execute only when very specific triggers are met. ie: when a deal is moved to the "Invoicing Stage".
Filtering
Filtering can be utilized to make workflows more targeted, triggering actions only when specific criteria is met. Many filtering options exist and we implore users to explore the options. However, below are some popular filtering options:
FILTERING EXAMPLES:
FILTERING EXAMPLES:
Filtering by Lead Status: this filter will ensure that a workflow action is only triggered when the lead is of a particular lead status. A potential use case here could be:
when a lead is changed to the "In Progress" status a resulting action is triggered such as a welcome email being sent.
Filtering by Location: this filter will ensure that a workflow action is only triggered when the workflow entity (lead, deal etc) is of a particular location. A potential use case here could be:
when a new lead is created from Australia, an email is sent from your Australian sales team.
Filtering by Deal Stage: this filter will ensure that a workflow action is only triggered when the workflow entity (deal) is moved to a particular deal stage. A potential use case here could be:
a deal is moved to the "Proposal" deal stage and a resulting email is sent with a templated proposal.
Filtering by Deal Status: this filter will ensure that a workflow action is only triggered when the workflow entity (deal) is changed to a particular deal status (won/lost/postponed/active). A potential use case here could be:
when a deal is won a resulting welcome email with onboarding steps is sent.
Actions
Organizer
Actions in the BETA version of workflows are currently limited to those that fall under the Organizer category. These include, Creating a Meeting, Creating a Call, Creating a Task, Creating a Note and finally, Creating and sending an Email. Hit the drop-down to learn more👇🏻
Create a Meeting
Create a Meeting
Utilizing the create a meeting function will create an internal meeting at the date and time set in your options. The meeting will be created within your Teamgate calendar upon the trigger being met. Options exist to send an email reminder and sms reminder prior to the meeting.
Note: The calendar invite is for internal purposes only and will not be sent to any attendees external to your Teamgate users.
Create a Call
Create a Call
Utilizing the create a call function will schedule a call activity for the date and time set in the options. At the time of the call, the person responsible will receive an alert to make the call for the specified entity (lead, company etc)
Create a Task
Create a Task
Utilizing the create a task function will schedule a task for the date and time set in the options. At the due date of the task, the person responsible will receive an alert to complete the specified task, if not already done so.
Create a Note
Create a Note
Utilizing the create a note function will create a note within the triggered entity (lead, company etc).
Create an Email
Create an Email
Utilizing the create an email function will schedule an email to be sent at the date and time set in the options. Emails can be manually created or selected from previously created email templates.
Note: For any of the functions above, dynamic text fields can be utilized. Learn more about Dynamic Text fields here.
"Due Date" Options
"Due Date" Options
Immediately.
This schedules the selected action to be executed immediately upon the trigger being met.
Example: Trigger: New Lead Action: Send an Email (Immediately)
Each time a new lead is created, it will immediately be sent the email created in the specified workflow.
Exact Time and Date
This schedules the selected action to be executed at a specified date upon the trigger being met. This option would usually only be used for a once off workflow or specific use case.
Example: Trigger: New Lead Action: Send an Email (exact time and date)
A new lead is created, it will send a "BLACK FRIDAY" email on 24 November (specified date).
At a Set Date (scheduled)
This schedules the selected action to be executed upon a delay once the trigger being met.
Example: Trigger: New Lead Action: Send an Email (At a set Date). For this example I will send the email 3 days later at 9AM.
Each time a new lead is created, it will be sent the specified email 3 days later at 9am.
Actions Coming Soon
Actions Coming Soon
As workflows is currently in the BETA version, we plan to release additional Actions in the future. These are planned to include Leads, Deals, People and Companies. If you have any suggestions please let us know by using the links below!
Leads (Coming Soon)
Deals (Coming Soon)
People (Coming Soon)
Companies (Coming Soon)
Dynamic Text Fields
Dynamic text fields can be used to customize your workflows. You can select custom fields where applicable and add them to components such as task details, titles, descriptions and much, much more.
Testing
Prior to setting a workflow live, you can test the workflow functionality utilizing 3 options. These are:
Newest Items
Newest Items
This option will provide several selections to test your workflow with, sorted by newest item (such as leads, deals, companies etc).
From Specific Date
From Specific Date
This option will provide several selections to test your workflow with, sorted by the specified date range.
Manual Selection
Manual Selection
This option will provide an option to test your workflow with the item specified (lead, company, deal etc).
RECOMMENDATION: Create a TEST lead, deal or other component before testing. This will ensure when testing a workflow, you can utilize this entity to ensure no current customer is impacted.
For example;
If testing a workflow functionality for sending emails to a new lead. If selecting a real lead, they will be sent an email during the test.
By creating a test lead with your own email, you can test the functionality of the workflow, whilst also seeing the end result for actions such as sending an email.
Setting Workflow Live
To set your workflow live, simply toggle the button from inactive to active.
Bulk Actions
On the workflows overview page you can utilize the checkboxes to conduct bulk actions. These actions include;
Bulk Enable. This action will turn on all workflows selected.
Bulk Disable. This action will turn off all workflows selected.
Bulk Delete. This action will delete off all workflows selected.
CAUTION: Be sure to consider if you wish to turn certain workflows off before conducting large activities such as importing a large number of leads. This can be done easily utilizing the bulk actions function.
ie: if a workflow exists of:
TRIGGER: New Lead
ACTION: Send Email
Each new lead on a bulk upload will trigger this workflow to receive the corresponding email.