A workflow action is what you want the workflow to do. For example, an action could be sending an email or creating a reminder.

Content-based actions (actions that send a form, invoice, or appointment request) are the ones most commonly thought of when a workflow comes to mind. Based on the type of content you want to share, you'll have different options to configure when you create your workflow template. This article goes in-depth on the various content-based actions.
 

Article Shortcuts

Click on a topic to jump to that section!

 

Send Email

What it does: sends an email to your client without any Dubsado templates attached.

How to set it up:

  1. Choose from your canned email templates in the Email to send dropdown.

Common uses: Sending the portal link and password, "Thank you for inquiring" auto responses, and final details or instructions before an event or project delivery.

Tips: 

  • Changes you make to the body of the canned email within the workflow action will not affect your canned email template.
  • While you will have the ability to type in the email body instead of selecting a canned email, whatever you type there will not be saved as a canned email and would be lost if you ever deleted the action or the workflow.
  • If you need to change the email, make the edits to your canned email template so that they are saved. Then re-select the canned email within the workflow action to load in the latest version.

 

Send Form

What it does: sends a sub-agreement, questionnaire, or proposal.

How to set it up:

  1. Choose from your form templates in the Form Template to send dropdown.
  2. Select a Send Form Option based on how you would like the form to be sent (see below).
  3. If sending via email, choose the canned email you want to accompany the form. Be sure that the email you use in this action contains the Smart Field >> Link >> Form Link so that it can generate a link to the form you selected.

Send form options and common uses:

  • Send Email and Apply to Portal: Send the form via email and make it available to the client in their portal. This is the standard way of sending forms with a link in an email to the client.
  • Apply to Portal: Apply the form to the portal only. This option is perfect if you want to have the workflow automatically upload a series of forms to the portal for you! Because each email can only link to one form, you can use this option to send multiple forms to the portal first, then follow it up with a Send Email action that has their portal link & password.
  • Apply to Job Only: Does not make the form available to the client. This option will not send the form to the client via email or upload it to the portal. It just adds it under the Forms tab within the project. This is great for forms you'll be using internally.

Tips:

  • Only one form may be sent at a time.
  • All forms you are sending through your workflow will automatically be loaded up into the project's Forms tab as soon as you apply the workflow, no matter which Send Form Option you choose. They won't be sent until the workflow reaches that particular action, but since the templates are already in the project, you can easily make edits and customizations before they go out.

 

Send Contract

What it does: Sends the main contract for the project.

How to set it up: 

  1. Create your contract template under Templates >> Forms.
  2. Choose from your contract templates in the Form Template to send dropdown.
  3. Select a Send Contract Option based on how you would like the contract to be sent (see below).
  4. If sending via email, choose the canned email you want to accompany the form. Be sure that the email you use in this action contains the Smart Field >> Link >> Contract Link so that it can generate a link to the contract you selected.

Send contract options and common uses:

  • Send Email and Apply to Portal: Send the contract via email and make it available to the client in their portal. This is the standard way of sending a contract with a link in an email to the client.
  • Apply to Portal: Apply the contract to the portal only. This option is great if you just want to send your client to their portal to complete all of their documents. Remember to follow it up with a Send Email action that has their portal link & password.
  • Apply to Job Only: Does not make the contract available to the client. This option will not send the contract to the client via email or upload it to the portal. It just adds it to the project. Use this option if you are sending the contract 

Tips:

  • If you want to send a sub-agreement, use the Send Form action instead.
  • If you are sending a proposal with the Show Contract option turned on, you do NOT need to send the contract separately in the workflow. Sending the proposal alone via a Send Form action will include the contract if it's attached in the proposal template.
  • The Send Contract action does NOT pre-load the contract into the project when the workflow is applied like the Send Form action does. This means that if you need to edit a contract before it is sent to the client, you will need two Send Contract actions - one where the contract is applied to the project only and one where the contract is emailed to the client. If your contract is attached to a proposal, however, it will be pre-loaded in the project.

 

Send Primary Invoice

What it does: sends the primary invoice for the project.

How to set it up:

  1. Choose a canned email that contains the Smart Field >> Link >> Invoice Link.
  2. If you will have multiple invoices on the same project, ensure that the one you want to send will be marked primary at this point in the workflow. You may need to turn on approval for this action or add a Create Todo action reminding you to verify the primary invoice.

Common uses: This action is especially useful when you want to review a client's proposal selections and further adjust the invoice before sending it out separately. You can also use it to send the invoice link to the client as a receipt of payment by triggering the action "after invoice paid in full" or "after scheduled payment is completed".

Tips:

  • Payment reminders should never be sent through a workflow. Set those up in your payment schedule instead!
  • If you have the show invoice option turned on in your proposal and are sending the proposal through the workflow, you do NOT need to send the invoice separately.
     

Create Invoice

What it does: creates a new invoice from the packages you select.

How to set it up:

  1. Use the Packages dropdown or the New Line Item button to build the invoice that will be created.
  2. Select a discount to be applied to the invoice, if necessary.
  3. Select a payment schedule, if necessary. You will NOT be able to trigger other actions in the workflow based off of this payment schedule!
  4. Choose whether or not you wish to send the invoice in an email at the same time by checking the box for Send Email with Invoice.
  5. If you turned on the Send Email with Invoice option, choose a canned email template from the Email to send dropdown that includes the Smart Field >> Link >> Invoice Link.

Send options and common uses:

  • Send Email with Invoice: sends an email to the client with a link to the created invoice. Good for billing the client immediately after they fill out a lead capture form to enroll in a specific service where everyone will get the same invoice and you want to bypass a proposal.
  • NO Email with Invoice: for those who build highly customized quotes, this option could be used to generate a "base invoice" which you can add to during or after a consultation with the client. You would then send the invoice manually at a later time.

Tips:

  • Do not use a create invoice action if you are sending a proposal, unless you specifically want a second invoice created.
  • If an invoice already exists on the project, the invoice created by this workflow action will NOT automatically become the primary invoice.
  • If you have specified a payment schedule in the workflow template, this payment schedule will NOT apply to an invoice created by this action. This will result in two separate invoices created on the project - one with the payment schedule from the workflow template (this will be the primary invoice), and one from the create invoice action.

 

Send Appointment Scheduler

What it does: sends an appointment scheduler template.

How to set it up:

  1. Choose from your scheduler templates in the Scheduler Template to send dropdown.
  2. Select a Send Scheduler Option based on how you would like the scheduler to be sent (see below).
  3. If sending via email, choose the canned email you want to accompany the form. Be sure that the email you use in this action contains the Smart Field >> Link >> Scheduler Link so that it can generate a link to the scheduler you selected.

Send form options and common uses:

  • Send Email and Apply to Portal: Send the scheduler invite via email and make it available to the client in their portal. This is the standard way of sending scheduling invites with a link in an email to the client.
  • Apply to Portal: Apply the scheduler to the portal only. A good option for when you want your clients to schedule multiple appointments from the same scheduler so they know they can always find it in their portal to book again. Follow it up with a Send Email action that has their portal link & password.
  • Apply to Job Only: Does not make the scheduler available to the client. This option will not send the scheduler to the client via email or upload it to the portal. It just adds it under the Appointments tab within the project. Use this option if you'll be booking the appointment on behalf of the client or if you want to customize the available appointment times before sending the scheduling invite manually.

Tips:

  • Sending your Scheduler through the workflow is also a good option if you do not want to show your availability on your website and only want serious inquiries to book.
  • Using the workflow to send your Scheduler comes with the added benefit of being able to trigger future actions around an appointment being scheduled and the appointment start and end time.
  • Do not send a scheduler template through a workflow that has a lead capture form attached in the advanced settings. This will result in a second project being generated.
  • The canned email you set in the scheduler template "email body" will be the email the workflow uses to send your scheduler, but you will also be able to edit this directly in the workflow.

Did this answer your question?