Workflow Properties

Transcript

0:00 Alright, in this video, we are going to be diving into workflows. So I am here on a client page accessing workflows can only be done at the client level. 0:09 So you need to click into a client in order to see this. And then you're going to scroll down past services, pathospeemantly, and then you're going to go to workflows. 0:17 Now if your client has already filled in the onboarding questionnaire, then you will see the placeholder workflows here. If you are doing this with a totally blank client, then you can simply add a new workflow by clicking new. 0:29 So I am going to open up one of the workflows that was already here and he will see that it does open in full page, full page is how I recommend that you work. 0:42 So if this were to open inside peek or center peek for you for some reason, I do recommend going ahead and opening it up in the full screen mode. 0:50 But that is the default. So it would only be opening inside peek or center peek if something odd is going on on your end. 0:58 So once we open up the workflow, we are going to see a number of things. So in this video, I just want to talk to you about the properties area here at the top. 1:07 So at the very top, we have the title of the workflow. You can click in here and you can change this. 1:14 Now with the automation, so if I wanted to do lead to for some reason, now with the automations that are set up, this is automatically going to link to the service. 1:24 So if I click on this, it's actually going to take me to a page that describes this service. I don't want to click on it in this case, but if you were to ever delete this on accident and you want to add it back in, you can do that by simply, you can add that back in. 1:42 So if I were to delete this on accident, oops, I didn't mean to do that. You add it back in by doing the at symbol and then searching the name of the service. 1:51 So I can click that and now it's added back in. So if I ever wanted to change the order of this or anything like that, I can do that. 1:58 You can totally customize what this says. If you don't want it to link to the service, that's okay too. You can type anything up here in the title. 2:04 Then moving on down to right under here, we have the status area. This status area is going to be the same as every other status area for all other assets. 2:14 So drafting is what it's set to automatically and then once you have gone through with the client personally that's where I would market ready to input. 2:22 I never actually have my clients review these again. It's just because we're using the same status menu as we're using on all of the other content like forums where we may want them to review it. 2:31 But I would probably never have the set to client to review. It would probably go straight from drafting to ready to input and then input once it's in. 2:38 Then of course, just like with all of the other things that could be confusing throughout the setup OS, I've done my best to make it not confusing by adding each checklist here of all the things that need to be filled in. 2:50 So for the lead workflow, we need to fill in the payment plan, workflow triggers started by forum and these are all filled in. 2:57 So in a lead workflow, there's no payment plan. And for the rest of these properties, we do need to fill in the items in under the workflow info section. 3:08 But remember that we would never want to actually just click on none, for example, because that's going to open up this page, and this is confusing. 3:16 I don't really understand what we're looking at here. Well, I hate you, but you as the person using this don't, and you don't need to, is the thing. 3:24 So if for some reason you were going to have a payment plan attached to this workflow, instead of clicking on none, like I just did, or even anywhere else on this gray bar, you're going to instead hover over it, hover over it, and then over here on the right-hand side, there's a minus and a plus. 3:41 Now, many of these only allow one to be applied, so let's see if this will even allow you to select more than one. 3:48 It does, but you don't want that obviously because you can only apply one workflow to, or I'm sorry, one payment plan to a workflow, so I'm going to minus this so it doesn't say that. 3:58 If I want to unlink that, I can do that, and then if it shows empty. So if I have nothing linked here, you'll see that now up here in the checklist, payment plan goes red, and I can click on empty in order to connect a new one. 4:11 Now if I haven't made my payment plans yet, at the time that I am doing this, the other nice thing is I can go ahead and create a placeholder right here. 4:20 So I'm going to set this up as maybe it was like $250 deposit. I just want it to be something unique, so I can just go ahead and make this and then now that's going to show up on my payment plan list back on the client page so that I can fill in all of those details later. 4:39 Or I can click on this and it will open up here where I can apply my new payment plan template and I can go ahead and fill in all of these details as needed if I wanted to do that right from this page. 4:52 The next thing that must be filled in as you can see in the checklist is workflow trigger. So I'm going to go ahead and remove this. 4:58 And so the workflow trigger, you'll see that this checklist is conditional. So when I remove the trigger, it removed the fact that started by forms needed to be filled in. 5:08 That's because the checklist is generating based on which trigger you select. So if I select public proposal completed, it says that I need to have started by forms filled in. 5:19 But if I were to say that this workflow starts by an appointment it being scheduled, then it's going to tell me I need to have both started by schedulers and started by forms filled in. 5:29 And that would be because a scheduler in order to start a workflow needs to have a lead capture or public proposal attached. 5:35 So as you go through and fill these out, more information is going to pop up that is going to make it easier for you to manage these things, which is kind of keep an eye on the checklist up here. 5:46 So if I'm moving forward and I'm saying that this is going to be started by a scheduler, then I would want to go ahead and create a scheduler here. 5:53 So I am going to go ahead and create discovery call. So I can click that and now it's here. And now if I want to open this up, I can go ahead and apply some templates here. 6:04 So the setup OS is designed to have the schedulers default to a virtual meeting. So you can see I have a virtual confirmation email and virtual reminders set here. 6:17 But if this were an in-person meeting, for example, I can still fix that. So here's what I would do. I would unlink all of these emails. 6:26 I would come down to the bottom, and I know this is going to sound weird because you don't see anything type tier in this particular video, although there might be things type tier by the time you're actually viewing this on your own, but I'm going to hit the backspace button down here. 6:39 And when I do that, now my templates pop up. So if this were going to be an in-person scheduler, I could instead select this. 6:45 And then it's going to automatically fill in with my in-person confirmation and reminder email templates. And these are polling from the email template library. 6:57 Here is also where I might want to go ahead and attach my lead capture. I do recommend doing it here. 7:02 However, you will also go ahead and attach it here since that is part of the workflow properties. The other triggers that are available here is started by workflow. 7:14 So this would be if you're using the start a workflow action in another workflow to start this and actually if you're doing that, then this will appear automatically if both workflows were already in existence. 7:26 So you don't necessarily have to link that if that happens. And then if you are using some outside form system or outside scheduler and you're wanting a workflow to start from that, then you can go ahead and create new zaps. 7:38 This links to the other assets area so that those zaps are noted that they need to be created. So these are all of the things that you need to fill in for every single workflow. 7:47 This is how you're going to start off mapping every single workflow is making sure that all of the workflow properties in the workflow info section is filled in. 7:55 Now you'll also see this other section here for internal. You don't need to worry really anything about this. You're welcome to open it up and look at it. 8:03 But to be honest, it would probably just cause more confusion for you and for your client. So I do have all those hidden on purpose, but this section is here and those are just all things that make the system run on the back end. 8:16 So from here, we're going to keep on going down the page. So head on to the next lesson.