A Workflow in Sprout Studio allows you to define a step-by-step process one time and then apply it over and over again. This allows you to save time and create a more consistent experience for your clients.
A workflow is made up of a series of steps, where each step follows a basic "when this, then that" structure, where:
When is the relative amount of time from the trigger when the action should happen? For example, 1 week after the client booking.
This is the event that triggers the step in the workflow. For example, a client booking.
That is what action happens when the step in the workflow is triggered. For example, sending an email.
Together, the three elements of a workflow step come together to get a singular action. In the example above - 1 week after the client books, send an email. When you add multiple steps to a workflow, you create a powerful engine that can automate your to-do list and automatically send emails and questionnaires to your clients at the right time.
The "this" workflow step component, explained
The "this" component of a workflow step is the event that triggers the step in the workflow. Even if you apply a workflow to a lead or shoot, a step will only be triggered when the "this" event occurs.
The "this" event can be any of:
Workflow is applied
Booking proposal is sent
Client signs booking proposal
The booking proposal is cancelled
Lead becomes shoot
The "when" workflow step component, explained
The "when" component of a workflow step is the amount of time in relation to the "this" event when the workflow step should trigger. It can be one of:
Relative to (before or after)
The "when" component in combination with the "this" component dictates exactly when the workflow step is triggered. For example:
Immediately upon inquiry date
5 days after the booking proposal is sent
2 days before the shoot date
1 week after status changes to "follow-up"
The "that" workflow step component, explained
The "that" component of a workflow step is the action that happens when the workflow step is triggered. It can be one of:
Apply another workflow
When a workflow step is triggered (with the "when" and "this" components), the action occurs. So, for example:
Immediately upon inquiry date, send a "thank you" email
5 days after the booking proposal is sent, change status to "not booking"
2 days before the shoot date, create the task "call bride to confirm times"
1 week after status changes to "follow-up", apply "follow-up" workflow
How to create and edit a workflow
To create a workflow, you can go to Settings > Automation > Lead/Shoot Workflows and click the "New Workflow" button.
When building a workflow, you can add a new step by clicking the "Add Workflow Step" button at the bottom of the modal, or you can click the "+" button at the end of the row for any existing step to add a new workflow step before or after that step.
While building a workflow, you can drag-and-drop workflow steps by grabbing any part of the step and dragging it up or down.
Automatically applying workflows
To specify automatic workflow settings, go to Settings > Automation > Lead/Shoot Workflows. Lead workflows can be automatically applied to leads that are a certain shoot type by specifying this in the Default Workflow section.