Video and step by step how to guide is at the bottom of this article!
Workflow is such a huge part of your business. Most of the time you do the same process with each client, so why not automate that process. That is where workflow comes in. With Dubsado workflow you can have emails, forms, and reminders all send automatically…makes life sound a little easier huh? We thought so!
If you feel overwhelmed, we recommend before getting a workflow started in Dubsado, to write down the usual steps you take for a client. What is something you do over and over again. Once you find those things, list them out in workflow!
When creating workflows, to start, ask yourself this question: "What is the first thing I do when a lead comes in?" Then start triggering workflow items from there.
Payment Schedule: By adding a payment schedule to a workflow it allows you to send emails based off of parts of your payment schedule being paid. This is optional and only if you want to have triggers upon payment.
Change Lead Status: This allows you to change the status of the lead in the funnel through this workflow action.
Send Email: This is where you can send plain ole' emails through workflow to your clients.
Send Form: If you want to send a questionnaire or proposal this is how you send that through workflow. Pick your from and then create your email you would like to go with it!
Create Todo: These todos are only reminders for yourself. Be sure to add smart fields to the to dos so you know what job/client it refers to when it triggers
Send Contract: If you are wanting to send a contract or sub-agreement to a client, this is where you do it!
Send Primary Invoice: Sending invoices to clients. Once you add the workflow to the job or lead you create the invoice it to send. This one will send the primary invoice that is already on the job.
Create Invoice: This action creates an entirely new invoice in workflow action instead of using one that is already on the job.
Activate Portal: This action activates the client portal. This only activates it and does not send an email to the client. If you wish to send an email, have the next action be to send email with the portal details.
Deactivate Portal: This action deactivates the client portal automatically incase you wish for the client to not have access to it at a certain point.
Pause Workflow: This action completely halts the workflow until you go in and activate it again.
Wait Until: This is perfect for pausing the workflow until you set it to automatically activate again. It can be used to more visually clarify that everything below that "wait' action won't occur until after whatever it is waiting for. For example, if you have a few things you want to happen "after a form is completed", You could have "wait until form is completed", and then insert the other actions below with the default "after all previous actions complete" and they will all trigger once that form is completed.
A more advanced/complicated use could be waiting for multiple "conditions" before triggering actions. For example, you could have:
Wait until 2 days before event
Wait until form is completed
Send Email after all previous actions complete
In this example, the email won't send until both conditions have been met.**
After Workflow Started: X amount of hours, days, weeks, or years right when the workflow is added to the lead or job. Perfect trigger for adding a workflow to the lead capture form.
Before Job Start Date: X amount of hours, days, weeks, or years before the job start date you have set.
After Job Start Date: X amount of hours, days, weeks, or years after the job start date you have set.
Before Job End Date: X amount of hours, days, weeks, or years before the end date that is set in that job or lead.
After Event End Date: X amount of hours, days, weeks, or years after the end date that is set in that job or lead.
After Form is Completed: X amount of hours, days, weeks, or years you can have action take place when a form you have previously added in a workflow is completed to do XX action.
After Scheduled Payment is Completed: X amount of hours, days, weeks, or years after a payment has been made on the payment schedule you can trigger an action. A payment schedule must be added to the workflow for this action.
After Invoice Paid in Full: X amount of hours, days, weeks, or years when the invoice is paid you can trigger an action.
After a Contract Signed by Client: X amount of hours, days, weeks, or years you can have the contract signing trigger an action to happen.
After all Previous Actions Complete: This makes the workflow pause until all other actions complete above this and then trigger the rest of the workflow.