Assigning, reviewing, approving, declining and processing submissions made by your contacts can be done easily through sheepFlow and custom flow boards. These submissions can vary from simple stand-alone form applications, to more complex applications for membership and grants.

A flow board is made up of columns that represent the different statuses (or stages) of your approval process. Columns can be customised to your specific need on a per-flow board basis. Submissions are then treated as cards that can be dragged between columns, or clicked on to view attached data.

There are a several different types of flow board, each providing slightly different options based on the type of submission:

Form submissions

The standard flow board type, this handles submissions made by applicants using sheepForms (through sheepApp or sheepCRM). Submissions will show the provided answers for each question with the ability for staff to add comments or provide feedback to the applicant before approval.

Score sheets

If a submission or application needs to be reviewed and scored during your approval process, a score sheet will be created. These score sheets allow staff to provide a mark for each answer provided before assigning a final (approved) score. We recommend creating a separate flow board for the scoring of these sheets.

Membership

If your membership sign-up or renewal process require additional information and approval before going live, a membership flow board can be set up to process the membership record and approve manually.

Group Membership

Similar to membership, except for applications for membership in specific teams or groups.

Grant / Accreditation

If a submission is for a grant, accreditation or award, a separate flow board can be created to process the grant approval. The relevant submission will be accessible for review.

For information on how to create new flow boards, please see this article on forms and flow board settings.

While flow boards can handle a number of different submissions and applications, they are all compiled into individual cards which can then be managed individually or in bulk by multiple users and scorers, depending on the configuration of the flow board.

Below, we'll go through the common functions and actions for a flow board and then outline the different actions that can be done to a card based its type.

Your current flow boards (and forms) can be found in the sheepFlow section. Go to flow.sheepcrm.com and log in to your CRM user account if not already.

You'll land on the flow boards categories page, where all of your existing flow boards will be with the option to view them grouped by their type. Use the tabs in the top navigation to view your flow boards of that type, or click on all tab to see all of your current flow boards.

Depending on the type, each flow board may have the option to view the main board, or your personal board - the main board shows all submissions in that flow board, whereas the personal board will only show submissions that have been assigned to you, which can be useful when dealing with large numbers of submissions on a board.

On the left-hand side of the flow board, there will be a filter allowing you to filter the cards in the flow board based on the user assigned to it and the form the card was a submission for. Enter the name(s) of the user and/or forms and select select the relevant option(s) to filter the cards. You can clear your filter rules by clicking on the clear filters button.

The filter can also be collapsed by clicking on the large x button - this will reduce the filter to a thin bar. Clicking on the bar will expand the filter again.

Please note that depending on your permissions and the type of flow board, the filter may not be available to your user account. If you wish to find the cards assigned to you, we recommend using the personal board view instead.

Each column can be sorted to better organise your cards. Click on the sorting box in the top right of the column to view the options available. Click on one to select it, updating the order of the cards.

Please note that some options will vary based on the status that the column is for - please contact our support team if you wish to have a different option for a specific column.

While cards can be moved by editing the status, or through bulk actions (explained below), you can also drag individual cards between columns to automatically update their status. Please note that if you have any triggers set up for status changes, these will fire when dragged.

Some actions can be performed on multiple cards at once - to trigger this, check the boxes next to the cards (in the same column) and click on the actions option that appears in the footer of the column. Click on this to select one of the following options:

Move Cards

Select a different column to move the selected cards to. Enter the name of the column and select the relevant option.

Add Tag

Select one or more tags to add to the selected cards. Enter the name of the tag and select the relevant option.

Remove Tag

Select one or more tags to remove from the selected cards. Enter the name of the tag and select the relevant option. Note that this will include tags that aren't added.

Assign User

Select one or more users to assign to the selected cards. Enter the name of the user and select the relevant option.

Remove User

Select one or more users to remove from the selected cards. Enter the name of the user and select the relevant option. Note that this will include users that aren't assigned.

Export as XLS

Export the selected cards in .XLS format for offline processing or storage. The output will be defined by the type of the flow board being used.

Assign Scorer

Select one or more scorers to assign to the selected cards. Enter the name of the scorer and select the relevant option.

The default card, this type is for submissions made by applicants via a specific form - usually via sheepApp. Clicking on the card will bring up a detailed side panel showing the following tabs:

This tab shows the questions and answers provided by the applicant in this submission. Sections in the form are broken up into panels which can be clicked on to expand. Once expanded, you can add comments and feedback by clicking on the relevant buttons, or edit the answers provided by clicking on the edit expanded section option at the bottom of the side panel.

This tab shows any existing feedback provided by reviewers to the applicant. Each section can have 1 bit of feedback assigned to it, with 1 bit of general feedback as well. Click on the add or edit button to provide feedback for the relevant area.

Please remember that feedback can be viewed by the applicant - if you wish to keep your notes private, please use comments instead.

This tab shows any existing comments created by reviewers. Each section can have 1 comment assigned to it, with 1 general comment as well. Click on the add or edit button to add comments about the relevant area.

Please remember that comments are for internal use only - if you wish to notify your applicant, please use feedback instead.

Any attachments created for the submission will be present in this tab. You can view or download the individual files or download them all by clicking on the option in the footer of the side panel.

If the form the submission is for supports scoring, this tab will be available. This tab handles all scoring information for the card, including who is assigned to score and what scores they have provided.

At the top of the tab is a panel showing users assigned as scorers. If they have not provided scores yet, they can be removed by clicking the x icon next to the name. More scorers can be added by entering the name of a user in the field below.

Underneath, there is a panel showing totals created by assigned scorers. As an admin, you can confirm the final score by clicking on one of these total scores to confirm it - or enter a custom score in the field to the right.

If a final score hasn't been confirmed, the panels below allow for manual scoring for each question in the form. Like the total score, an admin can click on a scorer's score for a question or enter a manual score in the field to the right.

This tab shows some basic contact details as well as any relevant information that your flock has regarding the applicant. You can edit this data if needed using the actions button on the contact summary, or you can click on view contact to see their full record in a side panel.

With the card opened, click on the actions button in the top right of the side panel and select one of the following options:

This card is usually created alongside another card - which is a form submission or membership application that requires scoring. Clicking on the card will bring up a detailed side panel showing the following tabs:

This tab shows the questions and answers provided by the applicant in this submission. Sections in the form are broken up into panels and each question (if they support scores) will have a field to enter in a score underneath the answer provided by the applicant.

Please note that as a scorer, you are not able to edit any answers. If you wish to edit answers, please find the matching non-score card in your other flow board(s) and edit the answers in the application tab.

This tab shows any existing feedback provided by reviewers to the applicant. Each section can have 1 bit of feedback assigned to it, with 1 bit of general feedback as well. Click on the add or edit button to provide feedback for the relevant area.

Please remember that feedback can be viewed by the applicant - if you wish to keep your notes private, please use comments instead.

This tab shows any existing comments created by reviewers. Each section can have 1 comment assigned to it, with 1 general comment as well. Click on the add or edit button to add comments about the relevant area.

Please remember that comments are for internal use only - if you wish to notify your applicant, please use feedback instead.

Any attachments created for the submission will be present in this tab. You can view or download the individual files or download them all by clicking on the option in the footer of the side panel.

Working slightly differently to the form submission card, this type is for submissions made by applicants trying to become a member (or renew their existing membership) for your flock. Clicking on the card will bring up a detailed side panel showing the following tabs:

This tab shows the questions and answers provided by the applicant in this submission. Sections in the form are broken up into panels which can be clicked on to expand. Once expanded, you can add comments and feedback by clicking on the relevant buttons, or edit the answers provided by clicking on the edit expanded section option at the bottom of the side panel.

This tab shows any existing feedback provided by reviewers to the applicant. Each section can have 1 bit of feedback assigned to it, with 1 bit of general feedback as well. Click on the add or edit button to provide feedback for the relevant area.

Please remember that feedback can be viewed by the applicant - if you wish to keep your notes private, please use comments instead.

This tab shows any existing comments created by reviewers. Each section can have 1 comment assigned to it, with 1 general comment as well. Click on the add or edit button to add comments about the relevant area.

Please remember that comments are for internal use only - if you wish to notify your applicant, please use feedback instead.

Any attachments created for the submission will be present in this tab. You can view or download the individual files or download them all by clicking on the option in the footer of the side panel.

This tab shows some basic contact details as well as any relevant information that your flock has regarding the applicant. You can edit this data if needed using the actions button on the contact summary, or you can click on view contact to see their full record in a side panel.

With the card opened, click on the actions button in the top right of the side panel and select one of the following options:

Acting as a special version of the membership card, this type is for submissions made by applicants to join a specific team or group. Clicking on the card will bring up a detailed side panel showing the following tabs:

This tab shows some basic contact details as well as any relevant information that your flock has regarding the applicant. You can edit this data if needed using the actions button on the contact summary, or you can click on view contact to see their full record in a side panel.

This tab shows the questions and answers provided by the applicant in this submission. Sections in the form are broken up into panels which can be clicked on to expand. Once expanded, you can add comments and feedback by clicking on the relevant buttons, or edit the answers provided by clicking on the edit expanded section option at the bottom of the side panel.

With the card opened, click on the actions button in the top right of the side panel and select one of the following options:

This type is for applications made by an applicant to be awarded a specific grant or accreditation. Clicking on a card for a grant award will show the details of the grant they are applying for as well as the answers to any questions asked during the application process. You can edit any answers by clicking on the fields and changing as needed.

To approve a grant for the applicant, drag the card to the approved / accepted column to automatically generate the grant record on their contact record.