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 trigger when the "this" event occurs. 

The "this" event can be any of: 

  • Workflow is applied
  • Inquiry date
  • Booking proposal is sent
  • Client signs booking proposal
  • Booking proposal is canceled
  • Lead becomes shoot
  • Status change
  • Shoot date
  • Custom date

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: 

  • Immediately
  • Relative to (before or after)

The "when" component in combination with the "this" component dictate exactly when the workflow step is triggered. For example: 

  • Immediately upon inquiry date
  • 5 days after booking proposal is sent
  • 2 days before 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: 

  • Send email
  • Create task
  • Send questionnaire
  • Change status
  • Apply another workflow

When a workflow step is triggered (with the "when" and "this" component), the action occurs. So, for example: 

  • Immediately upon inquiry date, send "thank you" email 
  • 5 days after booking proposal is sent, change status to "not booking"
  • 2 days before shoot date, create 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 workflow, go to Settings > Automation > 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 > Workflows. Lead workflows can be automatically applied to leads that are a certain shoot type by specifying this in the Default Workflow section. 

Did this answer your question?