Adding Workflow Steps

This is the tool I swear by for creating an awesome to-do template bank!

Transcript

00:00 Alright, in this video, we are going to actually be adding some real workflow stuff. So I'm very excited. So in between this video and the last video that you watched, I decided to add some emojis, um, to some of the, uh, titles of the columns to make it easier to remember what you need to edit and what 00:19 you do. So order is optional and we are actually only going to talk about this in the duplicating workflow section. 00:26 So I'm not gonna spend the new time on this now. Just know that if you're not gonna be duplicating getting a workflow, you don't need to fill this in, don't waste your time. 00:34 Only bother with it if you're gonna duplicate a workflow and there'll be another video on that. This is going to be the name of the workflow step. 00:42 This is a field that notion requires us to have where we don't have a ton of flexibility over what the field type is. 00:51 And it just wasn't working for me. And so basically I set up an automation and so this is going to fill in automatically, which is why it has the little robot emoji. 00:58 So anything where there's a little robot emoji, just know that you don't need to fill anything in there, there's an automation that should take care of that. 01:06 Action number, unit and trigger need to be filled in. They've got the little pencils so that you know they need to be edited. 01:11 Field checklist has the robot. And then once we are done with field checklist, then we can scroll over for the rest of these. 01:20 Now, as you can see, I do have some fields frozen here, and on this side of screen, it is a little crowded, so on a 27-inch monitor, this works very nicely, but if you are working on a laptop, you may find that this is annoying and not enough space for you. 01:39 So here's how you fix that. We are going to click on the field checklist field because that is what we are frozen. 01:45 and everything is frozen up to that point and we're gonna click on freeze columns. And then if you wanna freeze up to a different point, you can click on it and then click freeze. 01:55 So you click on the field that you want to be frozen. So for now, I'm just gonna unclick it so that we can do this a bit more, but in your template, it will be frozen up to field checklist. 02:08 Okay, so let's go ahead and add some workflow steps. So I've got an example project here. I've got an example project here and so I've got some a little bit filled in here with what a client might fill in. 02:22 Hopefully they're going to be more detailed than this but for the purpose of this explanation, this will work fine. So here's what we're going to do. 02:28 We are just going to click new page and then you'll see that that immediately pops us into this field and it's not something very helpful but remember you don't need to edit this. 02:38 So we are just going to do an action change, to change project status, zero hours after workflow started. That's always how I start pretty much every single workflow I ever make is with a project status change. 02:52 So now as I do this, you'll see that the field checklist populates. So I've got project status and project status funnel. 03:00 So I'm going to go down to the project status column and I am going to type in the status that I want. 03:07 Now, I have included in this in the setup OS some starting templates. So I preloaded my most commonly used project statuses in the here. 03:20 And so you can select from these ones that are already here. But if you don't like them, you can also literally just type to create a new one. 03:29 And that is going to be the case with literally every single type of content here. So I do want to just use this new inquiry one, so I'm going to go ahead and select that. 03:40 And because I selected a one that was already in existence, the project status funnel is filled in. So actually, let me remove that. 03:49 And if I want to remove it, I simply click in the field and then I click this minus button. So if I wanted to create a new one, so I want to say, I don't know, I guess it doesn't matter. 04:00 new status and I'm going to type it in and then when it doesn't appear here I'm going to go down to the bottom of this little box and type new. 04:09 I'm sorry, click new. So now when I click on this you'll see that project status is created but the funnel is not. 04:16 So in order to add those details I need to click on the project status and then it's going to open up that statuses settings over here inside peak view. 04:27 And so I need to fill in this funnel. And so this is a lead status. And now you'll see that filling it in on this side peak is what makes this field checklist update. 04:36 And so now I'm going to close that and I'm going to go back to building. So my next action might be to add a tag, zero hours after workflow started. 04:45 And so now I need to go fill in the tag. Tag doesn't have any default, any starting templates because those are based on job types. 04:52 So I'm going to name this design and I click new design and then I can open it up to make sure that all of the things are applied correctly but I don't really need to worry about that for something like a tag. 05:05 Now you will see anything that is created here should not just have this page template. If it just has this page template then that means something's not being applied. 05:16 So when I open this up that means I'm going to see this option to select a template here. So I can click new tag and then that will be applied. 05:24 And then when I go back here, it's not just the page template. So now, let me just go down this list. 05:32 You can see what it's like to add these. We already had a video on the field checklist. And now I'm just gonna go down and talk about what each of these columns are just so that it's really, really clear. 05:41 And you know exactly what you are doing when you are about being workflows. All right, so everything that you see here are prompts that can pop up in DevSato depending on what your selections are. 05:54 So the approval task, or I'm sorry, not task the approval modal, will appear for certain actions and triggers in Deb Sado. 06:04 And so if you want a step to be an approval, you will simply check market. Watching appears when your trigger is something like after an appointment is scheduled or after a form is completed or after a form is not completed. 06:16 So from here, you will be able to select any of the installments or forms that have been added to this client. 06:26 Now, that is really important to know because it is not just anything that is applied to this workflow. You are going to have to be mindful that this is anything that's ever been created for this client. 06:39 meaning I might have created service proposal in a different workflow, but I'm seeing it here in lead workflow. And so I have to be really, really mindful that I am not selecting an asset that I didn't actually send in this workflow because if the asset was not sent in this workflow, then you're not 06:59 actually going to be able to select it from the watching menu in Debsado. So just know that But anything that you create forms scheduler installments, any of those items are going to automatically appear on the watching list, but you do need to make sure that those items are actually included in this 07:18 workflow. All right, next is Send Options. This is a standard menu that appears in DevSato whenever you choose Send Forms and Appointment Scheduler. 07:27 Probably a couple of other little lesser used ones, but these are the only three options and so you simply select from these. 07:34 And as you select these, you know, if you select send email and send a portal, then the email item is going to highlight in your field checklist that it needs to be filled in. 07:44 Workflow to start is for whenever you are going to be starting another workflow from this one. So if you use the action start a workflow, you know, after payment is completed, then this is the field that you will fill in with that. 07:58 All other workflows that have been created as part of this client will show up here. So whenever they enter their service and it creates those five default workflows, those are all going to show here. 08:10 And then anything else that you manually create, they will all show in this menu. Everything else listed here should be pretty standard for Debsado items. 08:19 We are going to have project services, tags, emails, schedulers, and forms. So all of these are going to be pretty standard items that you can select directly within Debsado. 08:30 The big thing to know about these is that you may always want to be planning to open up site peak. 08:36 So the setup OS does come with a selection of email templates, for example. And so you may you can use any of these that the that are included in the setup OS, but you may also want to create your own custom one. 08:48 So let's just make a new step and we're going to say send meeting the scheduler is going to be the title of this email. 08:56 so I'm typing the title here. I'm going to click new. And then I'm going to actually click to open this up inside peak. 09:03 And here is where I can get a lot more detailed about what is included. And so you're going to see individual settings for things in email, schedulers, and forms in particular. 09:16 Those are going to have a lot more detailed information here in the side peak. So for emails specifically, you can use your templates to fill in the custom information. 09:29 So if I select an email template from here, so I'm going to select send discovery call request, you'll see that the template subject and content pops up here. 09:37 Then an automation causes that to appear in custom info, so you just saw that happen. So it was here, and then it got all copied up here. 09:46 Now, the wonderful thing about this is that means I can edit this. So you do shift enter to do new lines and then you say, this is a custom email. 09:58 So now my email is custom, but my template remains unchanged so I can use that for the future. So you're able to totally customize these, you can set the status, normally the status will be set via an automation automatically. 10:13 But if you wanted to make sure you knew that this was still drafting, you can certainly set it to that. 10:18 If you know you want to come back and look at this later, for example. When you scroll down, you'll also see associated content. 10:24 So we have our title to input. So I always include an asterisk at the beginning of my titles. So you can copy the title from here if you do the same. 10:35 If you don't then you can simply copy it from the top of the page. You don't have to use this area. 10:41 The checklist is going to make sure that you have the title, the subject, and the content all put in. And then these are other items that are just there for reference. 10:50 You don't really need to worry about those. In content to copy later on, this will be more relevant as you're building a workflow. 10:57 You don't necessarily need to know this. But you will and the content directory have access to this as well for when you're inputting emails. 11:04 And you'll want a copy from this content to copy field. This is pulling in the exact same content. but with extra markdown formatting on the back end that you can't see so that when you paste it into DevSato, it is pasting in more cleanly. 11:19 So those are all the details about emails that you need to know. All right, next we have schedulers. So in this step, I'm doing send meeting scheduler. 11:27 So now I need to go ahead and create that scheduler. So I am going to create a scheduler called discovery call. 11:34 Click it. And then whenever I do this, this is going to default to a virtual meeting because I think that that is what a lot of businesses are these days. 11:43 If that's accurate, then you don't need to do anything here. But you can always still attach a form if you need, and so if you're doing this, you can either select from the forms that already are in existence, or as always, you can type to create a new form. 11:59 So if we want to make discovery questionnaire, we can fill that in here. And then if you want an invoice to be attached, you can toggle that on. 12:07 Content approval. This is what your client will fill in on the content approval questionnaire and associated content is again just for your reference. 12:15 You can see here that the email that sends the scheduler is called send meeting scheduler. So we know that from our workflow. 12:22 But it's filled in there. So that is really everything you need to know about discovery or I'm sorry about schedulers. 12:27 Now if this were not a virtual meeting, if this were in person, then again I'm going to come down here to this page. 12:34 And I am going to delete any content that's here. So here in this video you don't see any content but in your final version you probably will see content. 12:43 So if you see that content you know it'll say something like appointment links and then I'm going to be describing what appointment length is. 12:54 So if there is something typed down here I would suggest doing command or control A to select everything that's down on the page and when you're gonna hit the delete or backspace button. 13:06 And by doing that, it's going to cause these templates to be available for you to select from. And so I would select new in-person scheduler. 13:14 Now, you will notice that if I did not remove the emails that were already attached here, it's not overriding them. 13:22 So you do have to remove these before you can select that new template. So now if I wanted to do it again, I can go down here, hit the backspace, do new in-person scheduler. 13:31 and now my in-person emails are attached. So if it is not a default virtual one, make sure you remove those default emails and then go down here to the delete and then it will fill these in automatically. 13:45 Or you can always also customize this. So if I wanted to add an additional reminder here, I could do that, I could by just selecting for my templates, I can also always create a new one. 13:58 So a new virtual reminder. and now I can create that and again I can open that up and go ahead and fill in those details now and I can pull that from a template. 14:08 So you'll see that all of these things once you get used to the functionality of how each asset works you will see that you're always going to be able to access all of those settings no matter how you get to it. 14:20 So I got to this email from the scheduler settings but I still have all of the same options on emails. 14:26 So now we have looked at everything we need to know about schedulers. So now we need to talk about forms. 14:34 So I would not attach a form to this step. So if I do send appointment scheduler, just to make my field checklist, this is going to be showing that you need to fill in the scheduler, do this. 14:48 You need to fill in the scheduler, and then there is a scheduler attached form. So if I scroll all the way to the end, you'll see the attached form column, and that's where that discovery questionnaire that I attached in the scheduler settings appears. 15:03 So I'm not going to fill that in here. I mean, if I really want to, I could just go ahead and select it, but it's not technically attached in the workflow step. 15:12 Technically that form is attached directly to the scheduler. And so that's why I would not use that here. I'm going to use it directly on the scheduler settings and then it's going to appear down here. 15:22 So if I wanted to send a form, then I'm going to do a step for send form and I'm going to again go ahead and do send email and apply to portal. 15:34 So now you'll see that I need to fill in email form and form type. So I'm going to skip email for now. 15:40 I'm going to go down to the form column and I'm going to make a new form. So I want this to be a get to know you form. 15:50 So I'm going to create a new one and now when I do this you'll see that that form type automatically goes green. 15:58 That's because when forms are created, they defaults to being a questionnaire. So in this case, if I get to know you form, it is a questionnaire. 16:07 So that's fine, I don't need to edit it. However, if this was not a questionnaire, then I would need to open up my details, open it up inside peak like all of the other assets and I'm gonna change the form type to sub-agreen it in this case. 16:22 And as I am filling in information here on the forums, you'll see that I have a prep checklists for forums that are telling me everything that need to be filled in. 16:31 So that is form type form questions. So if I want to just put in some details about what this form is, this is both really useful for me and for my client, because I do have all of my clients review their forms on the content of approval questionnaire. 16:45 and so we want to give them some context for what this is. So this is a form to get to know the client before the discovery call. 16:55 Honestly, that's kind of a useless description. I probably wouldn't actually type that. I would do something like first, last, email, and then you have to do shift enter, shift enter. 17:07 Then I might do save color, like something like that. So I want to fill in in the specific questions that I know need to be included and I don't need this to be fully comprehensive as I'm not being a workflow. 17:19 I'm filling in the things that I wanna make sure are not forgotten. So if I know I need the project date on here mapped so that later on that is filled in at the right point in the process, then that's the kind of thing I would put here. 17:33 So you can fill in all of this information. You'll see that if this were a proposal, there is a specific section for proposal information, you can attach form templates, so if you wanted to do that you can do that here. 17:49 So this is just useful for you later if you know that you want to use a particular template or if you are wanting to communicate to your assistant that you want to use a particular template, you can connect that right here. 18:01 So that is everything you need to know about sending a form that's not attached to a scheduler. Now if it is attached to a scheduler remember that you're still gonna be able to see all these same details. 18:11 So if I were to go back to the scheduler that has discovery questionnaire attached, even if I go to it via the scheduler, so I've opened up the scheduler and now if I wanna open up the attached form, I go back to a page that looks exactly like the one we were just on with all of the details about that 18:28 discovery questionnaire. Of course, if I wanted to open that up, I could also just skip that and go over here to the attached form column and open it up from there, But the big point that I want to make is just it doesn't matter how you get to a form asset when you open it up You're going to have all 18:44 of the same settings no matter what all right So next we have to do so I'm going to go ahead and create a new workflow step like normal I'm going to select create to do and now you'll see any to fill in the to you So the one thing that we do have to do here that is not Something we have to do in Dopsado 19:03 is we do have to make a title for the to do and I recommend keeping this short simple, but just descriptive enough so that you know what's in it. 19:11 So in this case, I'm going to say customize discovery questionnaire, which doesn't really make sense since we already sent it on the workflow, but you know, this is just for this example. 19:22 So I'm going to create that, and so now I'm going to click it to open it inside view. So now when I am in here, I can select the assignee. 19:32 This is showing no results right now because I didn't completely fill out the The onboarding questionnaire, but your client will be asked to fill in their team members as part of their onboarding questionnaire and so whatever they fill in will automatically appear here. 19:43 So you need to fill in the assignee. You can fill in the to-do content so I could simply say customize discovery questionnaire. 19:51 And then you can check or not if an email reminder is going to be sent to the client. If there are any custom fields that are going to be involved in this content, you can go ahead and create those here to remember that you need to create those map, those somewhere along the way, etc. 20:08 So that's all pretty basic. But what I'm really excited about is that with the launch of the setup OS, we also are getting to do templates. 20:16 So rather than this just saying customize discovery questionnaire where I might need to manually type out, you You know, one, go to Forms tab. 20:27 You know, to click Edit, three, make edits, four, save changes, five, check off this to do to send. Okay, so that was really annoying to have to type out and honestly, it's still not back clear for the client. 20:48 So what I could do instead is create a bank of my to do templates. and so I can go in here and I can click my template customize form. 21:00 Now when I select this you're going to see that it's going to overwrite this you'll always want to start with selecting your template not with oh well look it worked anyway I forgot that I said that up that way if you previously typed anything of it will stay so it's not going to overwrite it it's going 21:16 to keep what it was and then add the new information. So now I have customized this form. And so I don't need any of this other stuff. 21:24 So I can just do customized form. And I also want to start with the client's name. So I'm going to have customized form. 21:34 And I can then and just simply fill in the name of the form. 21:46 And then let's see, I also wanna tell them to check off the to do. So I'm going to select this and I'm gonna say check off this to do to send. 21:53 I'm gonna wait for that to populate up here. And so now I can, you can select both of those at the same time and then you wouldn't have to delete the extra. 22:02 But okay, if I wanna do this to send like the four. So not only did this type for me, but the other thing that this did is in my to-do bank, I actually have links here. 22:17 So this check-off this to-do actually goes to a page on my website where I have a scribe tutorial linked for how to do that thing. 22:28 So I literally have a scribe tutorial that tells my clients how to to check off a to do in a workflow. 22:33 I literally have a scribe tutorial on my website that tells them how to customize a form and that shows them those steps that I listed out earlier, going to the project, going to the form stop, clicking the edit button, making the edits, saving the form and then going back to the workflow. 22:48 So this is a way to save so so much time if you build up an awesome to do library, then all you have to do is select your templates and all those awesome things with the links are gonna fill in automatically. 23:00 So I'm really excited about to do templates and I hope that you find that saves you ton of time. If you need, there is also an area down here where if you are manually typing something you can go ahead and draft it here because as you see, editing in these boxes can get kind of annoying. 23:16 So I might want to do, you know, if I don't have a robust template template bank, I may want to customize it down here. 23:23 So I may say, you know, customize form and then I can just hit regular enter instead of shift enter and it'll auto number for me. 23:31 And then check off to do and then I can copy this and then I could go paste this in up here if that is easier for me. 23:40 And so then you'll see that all those numbers go in. So you kind of do have some options there but just know that the to do templates are going to automatically fill into this area. 23:49 Yeah. You also have smart fields here. I find it really annoying when I want to say have the project date, you know, it as part of the to-do and I have to go into Dubsado to get that smart field. 24:01 It's really annoying to me. So you'll see that there's a smart field library here and you can toggle between project, science, invoice, etc. 24:09 I clicked the wrong thing there. But that smart field library, those tabs match the tabs that are on the smart field menus in website of itself. 24:17 So that is everything about to do. Okay. The last thing that we need to go through are other assets and notes. 24:24 So I use other assets for a variety of things. And so you'll see some placeholders here. These are things that I very commonly use meeting to gather referral links from my clients for if they're busy and can't work with a new lead of theirs. 24:41 So I'll get referral links from them. I will often advise that they at a certain point in the workflow zap to their email marketing service. 24:49 And then of course everybody always wants to ask for review at the end of their work. And so I always need to get the link that they want to have that review left on from them. 24:57 So those are some starter templates that are in there for you to use to kind of speed that up. But you can use this for really almost anything that you need to collect from the client, or that is a very specific task that your team needs to do. 25:12 So I usually use this here if we make a new one. So I might need the pricing sheet. And so I'm going to type in pricing sheet, and then oops, I spelled it wrong, but that's okay. 25:24 I'm going to open it up anyway. So I'm going to click to open it inside P, I'm going to fix its title. 25:30 And now you'll see that I have several different other asset types. So there's zap link information, my team, and task. 25:38 So these things are all exactly what they sound like. So a zap, whether you are doing that, or whether you're client is doing it, you may just want to note that you recommend one. 25:47 If you are not a Zapier user, if you use make, or, you know, Pavley, anything like that, that's fine, and I would just leave it a zap, but you can also change that in your DevSato menus. 25:57 I can well-provided tutorial on how to do that as well. links are for exactly like what we've got here that I still have a type of with the pricing sheet. 26:07 That would be a link that I need to collect from my client information. This is one that honestly I actually probably wouldn't use very often I have this here for you in case you think differently than I do. 26:18 but if you were like, okay, I need to get directions to this client studio, you could put that as an other asset and mark it as an information type. 26:26 If it were me, I probably would not do that. Instead, I would put, if I'm asking for directions to their studio, it's probably because it's going to be an email. 26:35 And so I would probably type up my email to say, here are the directions on how to get to my studio. 26:40 And then I would type insert directions. And then I would mark that email is client to review so that then that client has to go in and review that email and they will actually insert their directions there rather than them plugging it in here and then me having to go in and combine them. 26:57 That just feels like the same amount of work for the client but more work for me. I'll skip this one and come back to that in a second. 27:03 Task would be any time your client needs to do a task. So that would be something like, you know, okay, it's not just that you need to try and leave a good example here. 27:16 If your client needs to edit something on their website, if their website, you know, describes their process and that process no longer matches the process that you are setting up for their dumbsato setup, then that may be a task that you want to make sure that you capture. 27:32 Probably don't use this one very much, but it's there just in case. The my team also probably doesn't get used that often once you have a really great template bank built up, but that for me is most often going to be something like, oh, I need to go make a new scribe for this to do. 27:49 You know, I need to go recorded tutorial on how to do this thing in Dubsado or I need to make one specific to this client, not just a generic one. 27:59 So if I need to do that, then I would make another asset for my team. And then these other items are things link your content and then files and media are things your client would fill in on the content approval. 28:12 If it was for them, these others are just for reference. And by the time you're viewing that, I will have put these in separate sections so that that will be easier for you to kind of distinguish between what you need to do versus what your client needs to do. 28:26 So that's other assets is just a very flexible way to capture other random information that you need to collect from your client. 28:33 And then finally, we have the notes column, which is going to be kind of similar, but just much more free form. 28:38 So this is probably all going to be internal. This is not something for your client, but this may just be something that I want to make sure I capture. 28:47 So, you know, maybe it's like, um, current process might be the title that I give it. And then I just simply want to type that you know client is currently sending this via Canva and hates it and hates Canva. 29:06 Climbing like that. Something I just don't want to lose track of that may be relevant to this specific step is where I might put this in. 29:15 Now anything that you write in the notes column will show up on the unfinished business area. So this is going to be a great way for you to just capture all the random thoughts that you want to make sure you don't lose as you're mapping without actually having to leave this area. 29:30 And then you totally have flexibility on whether you want to create this as a note here or whether you want to put it up in this notes and thoughts area. 29:38 The wonderful thing is that you can kind of decide how this works best for you. But I do really like this notes column for its interconnectedness. 29:46 Since that does show up on the unfinished business page, it will show up when you're actually inputting the workflows, all that good stuff. 29:52 You're going to see the right things at the right time. So as much as you can, I recommend being specific and putting specific notes on specific steps as opposed to just up here in the overall, but you've got options. 30:04 And I think that is part of what makes this system so great. The rest of these columns, we're not going to talk about in this video, and that will be for another video. 30:13 But this flow chart area, we already talked about form type projects, how does funnel and attached form. So flow charts, we'll talk about in another video.