Workflows are customizable sets of 'triggers' and 'actions' that allow you to automate your entire job process. You simply perform the first trigger and the rest of the job process is done automatically.
There are several different triggers you can use to start your workflow such as:
Proposal Finalized
Quote Created
Job Scheduled
Job Completed
In shop / in field jobs and Workflows:
You can apply your workflow to either an in shop or in field job and each is allowed to use the same initial trigger just one time. For example:
Proposal Finalized (in shop)
Proposal Finalized (in field)
*moving forward you can't create another Workflow that begins with a Proposal
Quote Created (in shop)
Quote Created (in field)
*moving forward you can't create another Workflow that begins with a Quote
Workflows can be as comprehensive or as simple as you'd like:
Comprehensive workflow example:
You just send a Proposal to kick this off.
Simple workflow example:
IMPORTANT: If you want your customers to be able to schedule themselves in a Workflow, you must do the following:
Go to Preferences > Calendar > External
In the "Online Booking" section at the top make sure to enable anything you would like to have a schedule attached to (Proposals, Approvals, Payments)
You must do this to make the scheduling component available to customers to schedule themselves, based on your availability, within a Workflow
Make sure to set up all preferences for your external calendar on this same page (buffers, thresholds, enabling days/times, etc.)
Workflows and Documents
There is a toggle to include documents when you have an Approval as part of a Workflow.
You'll see it when you create your Triggers and Actions (see screenshot below).
It will include all documents that you have uploaded in Preferences > Job > Documents
Probably best to keep these documents to just the most relevant to all jobs such as a Terms & Conditions or something of that nature
Signature box will include a link to the Terms & Conditions (see screenshot)
IMPORTANT: Make sure to set up your automatic follow-ups for:
Proposals (Preferences > Proposals)
Approvals (Preferences > Approvals)
Payments (Preferences > Payments)
Automatically charge the default payment method in a Workflow:
If your Workflow includes sending out an Approval, you now have the ability to acquire and save a default payment method on file for the customer within the Approval
Then, when the job is completed, instead of sending a payment request out to the customer, you can now change the final step to "charge default payment method" (because you acquired the payment method in the Approval)
This cuts out yet another step for the customer and you'll get paid right away
To create a Workflow:
Go to "Workflows" in the side menu
Click ADD at the bottom of the page
Select "Active" or "Inactive"
Select "In shop" or "In field"
Name your Workflow
Begin to set your "Triggers" and "Actions"
When you finish setting up your triggers and actions, click the green checkmark in the upper right to "Save"
If you made your Workflow "Active" it will be immediately applied to any jobs that include the first trigger
**Workflows - helpful video tutorial on Workflows