Field Checklist

Transcript

0:00 Alright, in this video, we are going to start talking about the fields that are really, really important in workflow mapping. 0:08 So as I scroll down past the workflow properties, you can see the service description area, where whatever the client built in about their service is going to automatically show up here, um, you can always resize, um, columns, that kind of things. 0:21 So if you're like, okay, I don't need to see fulfillment here, you can choose to make lead, um, really, really big because maybe that's all you need to see. 0:28 So if your client's written a lot, that's nice. We also then have a notes and thoughts area so you can toggle this open and you can use this note or this area to track any notes that you want to discuss with your client. 0:40 Anything your client just says off the cuff that you want to make sure you don't lose. Just really anything. It's a very flexible space and the whole idea is just so that nothing ever gets lost. 0:50 The idea is to kind of avoid scribbling something down on a post it because instead you just have it right here and then it's always accessible to you. 0:58 So then we are going to go down to the workflow steps area and I am going to do a video on every single field here, like one video on all the fields. 1:13 But in this video specifically, I really want to talk about this field checklist because this is going to be so important to building your workflows. 1:23 So a couple of things. So first of all, you, the field checklist is going to tell you everything from the field checklist column on what needs to be filled in. 1:34 It's never going to tell you that you need to fill in the action number unit and trigger because those are always a given. 1:42 So it's not going to show you that, but if that stuff is missing, then that's obviously still a problem. So we are going to start off this workflow by filling in Change Project Status 0 hours after workflow started. 1:57 And then you'll see that by selecting these items, the field checklist automatically populated with the project status and the project status funnel needs to be filled out. 2:08 Now I'm going to go into what it looks like to do that here in another step but I want to really just show you how powerful this field checklist is. 2:16 because the reason that this exists is because in Notion, we can't highlight conditional fields. So by selecting the action and trigger, I can't highlight a field to show you that you need to fill it in. 2:27 And so instead, the field checklist is what's doing that for you. So if I do add tag in this next example, add tag, and then I'm going to skip these other ones. 2:38 If I want to do before an appointment, start time, for example. So, now you'll see that tag filled in, but so did the watching column, because I need to be telling it, which scheduler we need to be watching when we add this tag. 2:53 So, both the action and the trigger are going to cause this to expand, but there are also other fields that will cause it to expand. 3:03 So, for example, if I were to do send form, and this time let's say I'm going to do it, I think for this one we'll just do after all previous actions complete. 3:20 So now you'll see that send options form and form type are filled in. So if I go over here to send options, you'll see that my options are send email and apply a portal, apply to portal, or apply to project only. 3:33 So if I select apply to portal, then send options turns green and nothing else pops up. However, if I select send email and apply to portal, well, now I need an email. 3:44 So email was added to the field checklist. So the big thing to know is that you need to, as you're filling all of this out, you need to make sure that these four columns are filled in, and you need to make sure that all the items in the field checklist are either green or white. 4:04 White means optional, so there'll be a white circle emoji, and then it'll be highlighted in gray if it is something that's optional. 4:16 If it's required, then it will be read with these red exclamation points, and then as soon as you fill it in, it will turn to green. 4:22 So make sure that you are following this field checklist as you are mapping your workflows and then in the next video We are going to really get into absolutely everything that you need to know about mapping workflows