Configurable Workflow
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
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