Oftentimes, you will want to add steps on a process that will only apply to certain properties or owners. In other cases, you won't want that step to be generated as it doesn't apply.
LeadSimple allows you to fully customize your workflows and have steps be dependent on certain things being true or false about that particular property, owner, or tenant. It does this through custom fields and conditional logic.
Custom fields allow you to track any and all data about a property, contact, process, or deal that you need to know.
They can then be used in step instructions, email templates, and conditional logic on steps.
Custom fields can be in multiple data types:
- Multiple Choice
Learn more about adding your own custom fields and other ways to use them in workflows here.
Okay, here's an example. Let's say we wanted to add a couple HOA-related steps to an onboarding process, but don't want those steps to appear for any property we are onboarding that isn't part of an HOA.
In that case, we would add a custom field to the Property section and add the multiple choice options "Yes" and "No". (Access your custom field settings under Custom Fields in the lefthand sidebar, both on your dashboard page or while editing a process' settings.)
Now that becomes an option we can add to the property card:
Now we want to set our HOA-related steps to be conditional on the value of our HOA custom field being "yes".
On the process workflow settings page, locate the step you want to add conditional logic to.
Click the question mark icon on the right of the step.
Now, you'll need to add a condition. Choose your custom HOA field from the list. In this case, you'll want to set the value as "Yes", because we only want this step to show for properties that are part of an HOA.
Once saved, that step will now only be generated when the property is part of an HOA.
In some cases, the custom field your conditional logic is based on may be already filled out for that property (by the BDM during the sales process for example) before the process was triggered. However, other times the field won't have been set yet by this point in the process.
In that case, you may want to create a wait step right before the conditional step to ensure that the field is filled out.
In this example, the "Start move-out process" step is conditional on the property being currently occupied. So we add a wait step before it to ensure that the occupancy is set on the property.
In this example, we have an email step dependent on whether we are named as the additional insured on the insurance form.
Here we've also added step instructions to allow us to quickly check and see whether the custom field is filled out correctly, using a merge tag for this custom field.
As we are working through the process and hit this step, we can click on the instructions to check and make sure the field is filled out. Click on the merge tag in the instructions to pull up the field and fill it out or change its value.
You can also add multiple conditions to a step and decide whether you want the step to be generated if any of the conditions are met or if all the conditions are met.
For example, for this step to generate a move out process, we want this step to be generated if the property is occupied by either the owner or the tenant.
Start utilizing custom fields and conditional logic in your processes today to provision for every path a process could take. 👍