A workflow is a device that allows you to automate much of your sales process. Setting up a workflow requires some work, planning, and testing. However, once designed, a workflow can save you a countless amount of time and energy. This will help allow you to spend a majority of your time focusing on selling and doing the other things you need to do.
Setting Up a Workflow
To set up a Workflow, click on the Settings Tab and then on "Workflows" icon. From the Manage Workflows screen choose the "Add Workflow" link. You will now name the Workflow. Upon giving the Workflow a name you will be taken to the Workflow detail screen. It is here that you will construct and tweak your Workflow. What follows is a description of all of the elements of the Workflow.
1 - Name
Scrolling over this row and clicking on it will allow you to change the name of your Workflow at any time. When initially creating your Workflow this field will be populated with the name you selected when you chose to add a new Workflow.
2 - Email Notice
This section provides you the opportunity to enter your email address as well the email addresses of others so that you can receive email notification(s) each time this Workflow is applied. When entering multiple email address be sure to separate them with a comma.
3 - Status/Pipeline
This feature allows you to define a lead's initial interest level(i.e Warm, Hot). It also allows you to define the type of inquiry they are making. Furthermore you can assign a value to the product/service they are interested in purchasing from you. This feature is typically used when you attach this workflow to a form you've already created. Lets say for example that you are selling Health Insurance policies, have created an Open Leads form for people interested in purchasing a policy, and have placed this form on your company website. By attaching this Workflow to the Health Insurance form you just created you can specify the lead's interest level, the type of product they are seeking (Health Insurance policy) as well as the dollar value of the product they are inquiring about by filling out the information in this section
4 - Types
You have the option of adding one or more types to an incoming lead upon application of a Workflow. Types are commonly used to describe what type of lead you have as well certain characteristics about them. Types are frequently used to sort sections of your lead list into distinct groups.
To add a type scroll over the box located below the types header. Click the mouse to open a menu of types that have been previously created. Select the ones you wish to apply to this workflow by placing checks in their corresponding check boxes. You may add additional types by selecting the "Add New Type" link at the bottom of the screen.
If the Workflow you are creating is directly connected to a previously applied workflow you have the option of removing types as well. You will choose types the same way just described. Choosing these types to remove requires you to know which types were present in the previously created workflow that directly precedes this one.
5 - Users
When creating workflows you have the option of assigning one or more users to be applied upon its application. These users may be attached by clicking on the box located directly below the Users header. From the resulting menu check the users you wish to assign. You also have the option of allowing these users to receive an email notification every time the workflow is applied. Furthermore, you can have selected users be applied on a round robin basis. This means that everytime this workflow is applied to a lead (either manually or automatically)one of the users you selected will be assigned to the lead on a rotating basis.
Just like with types, you also have the ability to remove users upon workflow application. Again this applies when the workflow you are creating is a result of a previously created one that is connected. Like before you need to know which users were assigned in the previous workflow to make good use of this feature
6 - Autoresponders
Autoresponders are automated email messages, chosen from your Message Library, that can be sent when this Workflow is applied to a Lead. You can elect to send this email immediately, or at a specified time after the workflow is enacted. This is useful for a “Thank You” email for a web lead, or can be used to set up a series of emails to be used in a promotion or marketing campaign, or even for a newsletter. You may also personalize the Autoresponder using tokens to merge lead data in the message body when you compose it such as a first name in the Salutation), and by having the message be sent from the Assigned User. Simply check the "From User" checkbox when you set up the Autoresponder.
7 - Tasks
Tasks are “To-Do's” for a lead and can be either Scheduled or Non-Scheduled. Just as with Autoresponders, they can be set for any time following the application of the Workflow to that Lead. Tasks can kick off reminders to users at a specified time prior to the time the action is due.
In addition to keeping a Salesperson on task, or reminding us to do something, Tasks can cause certain things to happen to a lead upon completion. These include adding or removing a Type to the Lead, Adding or Removing a User, or kicking off another Workflow. For Advanced Users this allows the Workflow process to be as complex as needed, and to branch in several directions based on the answers to branching questions - such as product desired, price range, etc. These branching statements can be created quickly and easily by an administrative user.
Tasks also allow for the use of Logical Branching Questions. What happens is when you assign a task to have branching enabled completing that task will present you with a yes/no question. You will now have to answer that question. Based on the way you answer the question a different set of run items may happen. This includes the removal of certain users, types, or tasks from the workflow. Furthermore answering this question can also lead to the application of entirely new workflows. Needless to say this is a very advanced, complex feature of the Open Leads application. Careful planning and testing should be observed before using these features within your sales process on an extensive basis.
Editing Existing Workflows
Should you ever need to edit an existing workflow you can do so by choosing the Workflows icon (located off the settings tab). You will now see a list of all the workflows present within you r account. To edit one simply scroll over and click the appropriate one with your mouse. What you will see then is the workflow detail screen. From there you can edit any portion of your workflow.