Workflow lets you set up multiple checklist items for different types of agreements.

For example, one set for Commercial and another for Residential. New filters can filter those records with outstanding items.

Workflows are also available for Property, Jobs, Projects and Contacts.

Click ‘New Workflow’ to create a checklist procedure or ‘Edit Workflow’ to amend one.

Tenancy Workflow - Example below is set up to: ‘Print’ a letter in the tenancy agreement when the tenancy becomes active.

Process Name – Name the process as ‘Print and sign agreement’

Type – ‘Letter’ to print a letter to send to the customer

Other options below are self-explanatory:

Act On – ‘Active’ to process the action when the tenancy becomes active

Other options below are self-explanatory:

Internal/External – Choose whether the process is dealt with ‘Internal’ by the Company or External by the Customer

Agreement Type – ‘AST’ is a field name where all AST docs would be saved under that field, so filters can be applied.

You can add new field names by clicking the ‘Add’ Button

Doc/Link – This is a link to the Document that you want to attach to the process

Property Workflow - Example below is set up to: Email a landlord statement of any property to the landlord

Process Name – Name the process as ‘Landlord Statement’

Type – ‘Email’ to send to the Landlord

Other options below are self-explanatory:

Internal / External – Choose whether the process is dealt with ‘Internal’ by the Company or ‘External’ by the Customer

Act On – ‘Any’ property that the landlord owns in these categories

Agreement Type – ‘Statement’ is a field name where all Statement docs would be saved under that field, so filters can be applied.

You can add new field names by clicking the ‘Add’ Button

Doc/Link – This is a link to the Mail Merge (filling the field names in) Email that you want to send

Send To – ‘Landlord’ or this can be set to any Contact or Link

Job Workflow - Example below is set up to: ‘Email’ a landlord to inform them a Safety Inspection is Complete.

Process Name – Name the process as ‘Safety Inspection is Complete’

Type – ‘Email’ to send to the Landlord

Other options below are self-explanatory:

When Status is – ‘Completed’, ‘In Progress’ or ‘All’

Internal/External – Choose whether the process is dealt with ‘Internal’ by the Company or ‘External’ by the Customer

Job Type – ‘Safety Inspection’ or others in the list below – Click Add to add a new category

Doc/Link – This is a link to the Mail Merge (filling the field names in) Email that you want to send

Send To – ‘Landlord’ or this can be set to any ‘Contractor’, ‘Tenant’, ‘Contact’ or ‘Link’

Project Workflow - Example below is set up to: ‘Issue’ the keys to the contractor when a refurb becomes in progress

Process Name – Name the process as ‘Issue Keys to Contractor’.

Type – ‘Key’ to issue to the Contractor

Other options below are self-explanatory:

Internal/External – Choose whether the process is dealt with ‘Internal’ by the Company or External by the Customer

When Status is – ‘In Progress’ or Completed or All

Project Type – ‘Refurb’, ‘Other’ or click ‘Add’ to add a new one

Contact Workflow - Example below is set up to: ‘Prompt’ a reminder in the checklist to enquire if the landlord wants an inventory performing.

Process Name – Name the process as ‘Enquire if Landlord wants an Inventory’

Type – ‘Inventory’ to enquire if needed

Other options below are self-explanatory:

Contact Type – ‘Landlord’ or others below

Internal/External – Choose whether the process is dealt with ‘Internal’ by the Company or ‘External’ by the Customer

Category Type – ‘Inventory’ or other or click ‘Add’ to add a new one