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Insured Workflows

Use Workflows to organize insureds with customizable boards, table and pipeline views, workflow fields, and default intake responses.

Written by Jeremy Peskin

Workflows help you organize insureds into boards and views so your team can track work from lead, to policyholder, to renewal and more.

Sembley creates default boards, views, fields, and intake responses so you have a starting workflow. You can keep these defaults, edit them, or create your own workflow structure.

Workflow Boards

Workflow boards are focused workspaces for different parts of your book of business.

Sembley creates some boards for you by default:

  • All Insureds: Shows your complete book of business in one table view.

  • Leads: Shows insureds with a lead status.

  • Policyholders: Shows insureds with a policyholder status.

  • Renewals: Shows insureds whose next renewal is within the next 3 months.

These boards are starting points. You can change their filters, add or remove views, or create additional boards for your own processes.

Create A Board

To create a new workflow board:

  1. Hover over the Insureds tab.

  2. Click the Plus icon.

  3. Enter a board name.

  4. Add and save the filters you want the board to use.

Views

Each board can contain one or more views. Views control how insureds are displayed inside a board.

Sembley creates default Table and Pipeline views where they are useful, but you can add your own views to the same board.

Table View

The Table view shows insureds in a spreadsheet-style layout.

Use the Table view to:

  • Scan insured details.

  • Sort insureds.

  • Filter insureds.

  • Update fields inline.

  • Review workflow fields such as Source, Status, Next Renewal, and custom fields.

Pipeline View

The Pipeline view groups insureds into lanes based on a workflow field.

For example, the default Leads pipeline groups insureds by Lead Stage:

  • New

  • Quoted

  • Closed

To update an insured’s stage, drag the insured from one lane to another. Sembley updates the underlying stage field automatically.

Create A View

To create a new view:

  1. Open a workflow board.

  2. Click the Plus icon next to the board’s views.

  3. Choose the view type.

  4. Configure the view settings.

  5. Save the view.

Use additional views when you want to look at the same board in different ways, such as a filtered table view, a pipeline view grouped by a specific field, or a view for a team-specific workflow.

Workflow Fields

Workflow fields power board filters and pipeline groupings.

Sembley creates these workflow fields by default:

  • Source

  • Status

  • Lead Stage

  • Policyholder Stage

  • Renewal Stage

These fields appear on insured records and can be edited like other insured fields. They are defaults only; you can edit their options or create your own fields.

Changing a workflow field can move an insured automatically:

  • Changing Status from Lead to Policyholder moves the insured to the Policyholders board.

  • Changing Lead Stage to Quoted moves the insured to the Quoted lane in the Leads pipeline.

  • Updating Renewal Stage moves the insured through the Renewals pipeline.

Edit Workflow Fields

You can edit the fields Sembley creates for you so they match your team’s process.

For example, to add a new lead stage:

  1. Open the insured table or workflow board where the field appears.

  2. Find the Lead Stage field.

  3. Open the field options.

  4. Add a new option, such as Appointment Set.

  5. Save the field.

After the option is saved, it appears as a stage in any pipeline grouped by that field.

Create Custom Fields

To create a custom field:

  1. Open All Fields.

  2. Click Create New Field.

  3. Choose the field type.

  4. Enter the field name and options, if applicable.

  5. Save the field.

Custom fields can be used in tables, filters, and workflow views depending on the field type. Use them when the default workflow fields do not cover the process you want to track.

Default Responses On Intakes

Workflows can connect to intakes through default responses.

Default responses prefill fields when someone submits an intake. This helps new insureds enter the correct workflow without requiring manual updates afterward.

Sembley can use default responses in two places:

  • All intakes: Set a response that should apply whenever the field appears on an intake.

  • A specific custom intake: Set a response that should apply only for one custom intake.

By default, Sembley sets these workflow responses:

  • Source: Inbound

  • Status: Lead

  • Lead Stage: New

With these defaults, a new inbound insured appears in the Leads board and starts in the New stage. You can change these defaults if new intake submissions should start somewhere else.

Update Default Responses For All Intakes

To update default responses that apply across all intakes:

  1. Open All Fields.

  2. Find the field you want to update.

  3. Open the field’s default response settings.

  4. Select the default value.

  5. Save the field.

Use default responses across all intakes when a field should usually start with the same value anywhere it appears.

Update Default Responses For A Custom Intake

To update default responses for one custom intake:

  1. Open the custom intake settings.

  2. Go to the default responses section.

  3. Choose the field you want to prefill.

  4. Select the default value.

  5. Save the intake.

Use custom intake default responses when one intake needs different starting values than your general defaults.

Common Examples

Move A Lead To Quoted

  1. Open the Leads board.

  2. Switch to the Pipeline view.

  3. Drag the insured from New to Quoted.

The insured’s Lead Stage updates to Quoted.

Move A Lead To Policyholder

  1. Open the insured.

  2. Change Status from Lead to Policyholder.

The insured appears on the Policyholders board.

Add A New Pipeline Stage

  1. Edit the field used by the pipeline, such as Lead Stage.

  2. Add a new option.

  3. Save the field.

The new option appears as a pipeline lane.

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