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WORKFLOW MANUAL
TABLE OF CONTENTS
CHAPTER 1: PRE-WORKFLOW
Before the Building - 1
Applying Workflows In Dubsado - 3
CHAPTER 2: ACTIONS - 5
Change Project Status - 6
Add Tag - 7
Send Email - 8
CHAPTER 4: TIPS & TRICKS - 28
Send Form - 9
Office Hours - 29
Create To-Do - 12
Workflow Overview Chart - 30
Send Contract - 14
Update Job Workflows - 32
Send Primary Invoice - 15
Editing Workflows In a Project - 33
Create Invoice - 16
Workflows Errors - 34
Activate/Deactivate Portal - 17
Pause Workflow - 18
Hold Actions Until - 19
CHAPTER 5: SITUATIONAL
APPLICATION - 35
CHAPTER 3: TRIGGERS - 20
Workflows & Client Portals - 36
Relative Vs. Fixed - 21
If/Then Moments - 37
After Workflow Started - 22
Starting Halfway through Workflow - 40
"Before/After" the Job "Start/End"
Date - 23
After Form is Completed - 24
After Invoice Paid in Full - 25
After Contract Signed By Client - 25
After Scheduled Payment is
Completed - 26
After All Previous Actions
Complete - 27
1
BEFORE THE BUILDING
PRE-WORKFLOW CHECKLIST
Before going into Dubsado and building out your actions right from
the start; try running through these tasks first! It will provide much
more clarity when constructing your actions and triggers.
Although this can seem like a lot of work that needs to be done pre-
workflow, making sure these are done first will save you a lot of extra
time when actually building your actions!
2
EXAMPLE
3
APPLYING WORKFLOWS IN DUBSADO
One thing that can help the planning stages of workflows, is
understanding how/where workflows can be applied in the system.
There are 2 ways you can have a workflow start. Automated or
Manual. Within the Projects tab, you can easily apply a workflow
manually by clicking on the Workflows tab in the Project.
The other option is the Automated route. This is where you can really
start planning out different workflow ideas! With the Lead Capture
form in Dubsado, you can have different workflows start based off of
an interest that they have. Let’s say I’m a photographer and I want a
different workflow template to start based off of what service they
are interested in (Headshots, Wedding, Sporting Event or Newborn).
With the Workflow Element in the Lead Capture, you have this
option! You can match up a workflow with an answer!
4
If you are in a business where you want to apply the same workflow
regardless of who fills out a contact form, you can apply a “General”
workflow in the Settings tab on the Lead Capture.
5
ACTIONS
6
CHANGE PROJECT STATUS
Based off the Job Tags that you have created, you can have
the workflow automatically Tag a certain project. For
example: On the Lead Capture form, if a prospective client
says they are interested in Newborn photography, and the
Newborn workflow begins, you can have the Workflow tag
that project as a Newborn session automatically!
8
SEND EMAIL
**When you are using the option “Send Email”, this should just be
for sending Text Only emails. If you are wanting to send out any
email with an attached form, you will use the other Actions that are
available.
9
SEND FORM
“Send Form” will be the action you will use if you are wanting to send
out a Sub-Agreement, Questionnaire or Proposal. Contracts are their
own separate entity, so there is a separate action for those. You will
first choose which form you want to and then choose which email you
want to accompany that form.
**When you are building your content, it will make your workflow
building much more efficient to have an email to match each form.
That way you can choose your form, and then just choose the email to
match it!
10
FORM OPTIONS
Apply to Portal - This option is perfect if you are wanting to have the
workflow automatically upload forms into the portal for you!
Because each email can only have one form per email, you can use
this option to send multiple forms to the portal first, then follow it up
with an email that has their Portal Link & Password in it.
In order for the client to have a button to click on that links to the
form you’ve added, you will need to make sure you have a FORM
LINK in the body of the email. Those brackets will generate a
button in the email that links up to whichever form you have
chosen in the ‘Form Template to Send’ dropdown. You are only
able to send one form per email that generates the button. To find
the Form Link, head to Smart Fields >> Link >> Form Link.
12
CREATE TO-DO
In the body of the To-Do section, one thing that can provide more
details on what you need to accomplish is the use of Smart Fields.
For example - If you need to call the client, instead of just writing
“Call client”, you can use Smart Fields to auto-populate the client’s
name. In the pictures below, you can see that on the task board, it
auto-populates the client info which makes looking for that
information much easier!
You also have the capability to have an email reminder get sent to
you when it’s time to complete the to-do. **If you have an additional
user in the Assigned User area
and the email box checked,
the Multi-User AND the brand
owner will both receive emails.
But the to-do will only appear
on the Multi-Users dashboard.
14
SEND CONTRACT
For the “Send Primary Invoice” option, you will need to make sure
that you have the Invoice Link in the body of the email. That will
give a button for your client to click on that takes them directly to
the invoice.
19
HOLD ACTIONS UNTIL
If you are wanting all actions to hold until a certain milestone has
been completed, (contract signed, invoice paid, etc.) you can use
Hold Actions Until. The actions following this will hold until that
milestone has been completed. However, you will want to make
sure the actions following this are “after all previous actions
complete”. Any actions that have a fixed date or are looking at the
job date. Those actions are functioning on their own separate time
table, so the Hold will not take those into account. The example
below shows the correct way on how to use the Hold Actions
option.
20
TRIGGERS
21
RELATIVE VS. FIXED
After Workflow Started is the best action to use for the beginning
actions in the workflow. With all of the triggers, anytime you have a
“0” as the number, it will mean immediately once that trigger has
happened. When you are setting up your workflow to begin after a
Lead Capture gets completed, After Workflow Started will be the
trigger to use. Once a Lead Capture gets completed, it will
automatically Add and Start the workflow for you in the new
project!
23
”BEFORE/AFTER” THE JOB “START/END” DATE
25
If your project Start Date and End Date are the same then you can
use any combination of the triggers, as it’s functioning off of one
date.
24
AFTER FORM IS COMPLETED
**The two forms this trigger will not watch to get completed are
Contracts and Lead Capture forms. For Contracts, you will use “After
Contract Signed by Client” and for Lead Captures, you will use “After
Workflow Started”.
25
AFTER INVOICE PAID IN FULL
After Invoice Paid In Full - This action will wait for the entire invoice
to get paid and then complete the action. When using this trigger
the invoice can either be paid electronically, or manually and it will
still complete the action.
After Contract Signed By Client - This action will wait for the main/
general contract assigned to the project to be completed. This
does not include Sub-Agreements. You will use “After Form Is
Completed” for them.
26
AFTER SCHEDULED PAYMENT IS COMPLETED
You will need to make sure you choose which payment you want
the workflow to watch for. Typically if you are wanting a “receipt
email” for your deposit, you can have it watch for your deposit to
get paid and send it out immediately like the example above.
27
AFTER ALL PREVIOUS ACTIONS COMPLETE
If you are looking for actions to trigger one right after another, then
using this trigger will help facilitate that. What this trigger is
designed to do is to look at every action above it and make sure
they are all completed before that action triggers.
This is only for auto-emails sending out to clients, this does not
affect adding tags, changing project statuses, creating to-dos, etc.
All of those are “in-house” actions.
30
WORKFLOW OVERVIEW CHART
The Workflow Overview Chart will help you know where each
client is in a specific workflow at a glance. Easily see what has
happened or yet to happen. You are also able to check off to-dos
from this view, and edit actions right in place.
You can also hover over the actions to get more info about them and
click incomplete actions to force them or do more actions.
31
To get to the overview view, click into TEMPLATES >>
WORKFLOW and click VIEW to view that workflow overview:
You have the ability to bulk update workflows that are already applied to
projects. When you update the template workflow, you have the option to
update it on projects the workflow is already applied to. Adding actions,
deleting actions, editing emails, etc... Once you make any edit to the
TEMPLATE workflow an "Update Job Workflows" button will appear. When
this button is clicked, it will bulk update all jobs and leads with that
workflow on it with your new changes.
33
EDITING WORKFLOWS IN A PROJECT
At the end of every step in a workflow that is applied to a project , there are 4
actions that you can do to change the course of that step.
**Any actions that are changed in this area will not affect your Master Template.
EDIT - If you are wanting to edit an action before it happens in the workflow, then
you can click the Edit button and make changes to that action. You can change the
day/time when that action will send, edit the email that will be going out, change
the to-do, etc. You do have the option to click Add Action and build on an existing
workflow. If the Workflow is already Completed, you can add an action and then
click the “Completed” button to make the workflow “Active” again.
REMOVE - If you would like to simply remove an action from the workflow,
you can click this button.
MARK COMPLETED - This button will just mark the action as complete, without
actually completing that action. This button is useful to check off anything that
has already been done that you don’t need to send out to the client, but still
want the visual of it being completed.
FORCE NOW - If you are wanting to force an action through that needs to go
out immediately, then this will be the button you will use. **The only time that
Force Now will not work is if the workflow is in the Paused status. You will need
to un-pause the workflow and then Force the action.
34
WORKFLOW ERRORS
No Form Specified
If you have an action that is waiting for a certain form to get filled out, but you
have not specified which form in the “Form to Watch” dropdown, then you
will receive this error.
SITUATIONAL
APPLICATION
36
WORKFLOWS & CLIENT PORTALS
Some clients will need to fill out a large number of forms, and the way that
Dubsado is set up, you can only send one form per email. If you are using
client portals, you can have the Workflow do most of the set-up and
sending!
Form Options - Once the portal is activated, you can begin having the
workflow send your forms to the portal. Under the “Actions” chapter, when
you are choosing “Send Form” one of the form options is to have the form
get applied straight to the portal. When it comes to workflows, if you need
a large number of forms in the portal, you can set up each form with an
action to “Apply to Portal”
Send Portal Email - Once all of the content you need uploaded to the
portal has been completed, you can follow it up with an email going out to
the client with their Portal Link & Password!
IF/THENS 37
OPTION #1
Create a “To-Do Checkpoint” that needs to be checked off before the next
action sends.
When you are creating this for your workflow, first add a “to-do checkpoint”
and then add your auto email with the trigger - after all previous actions are
complete. If they don’t want to move forward or you or not available you
will not mark the to-do as complete and you can follow up manually.
38
OPTION #2
Add the action “Pause Workflow” whenever there is an If/Then moment.
Using a Pause action will keep anything from going out as long as the
workflow is paused, so be aware that nothing can send out until this is
manually un-paused.
In the situation above, after the inquiry email goes out, all of the following
actions will immediately come to a stop while I determine if I’m available, if
I need to follow up, if the client is not interested or I need to make
customizations to the Questionnaire email going out. If I want the workflow
to continue to send out the following information, then I can un-pause the
workflow and it will resume.
39
OPTION #3
Multiple Workflows in Phases
OPTION #2
41
Duplicate your current workflow and remove the actions that do not
need to go out, then apply the copy to the Project.
FAQ
I’m testing my workflow and filled out a questionnaire, but it’s not
advancing?
The workflow will only advance if you are filling out the
questionnaire as a client. You will need to make sure you are either
filling out the questionnaire in a Private Browser or through your
email (while not being logged into Dubsado).
Can I apply the workflow to a client portal or can the clients see the
workflow?
No. Workflows are only visible to the admin and assigned users on
the project.