To start off, if you haven't already watched it, this video will give you a good intro and overview to processes, including how to clone our pre-built templates into your account.
You have two options when creating your first process. You can either:
- Clone in one of our pre-built templates, which you can then customize
- OR start from scratch 👍 (View the article for this option here)
Cloning in a Pre-built Process
Step 1: Find the process in the library
As outlined in the video above, cloning and using our pre-built processes is simple. Once you've activated the processes feature, you have access to all of our pre-built templates in the Library. (Click Library in the lefthand sidebar.)
Under Public Content, you can click on a the process you'd like to start with. You can review it here, but you won't be able to make any edits until you copy it into your account.
Step 2: Get the template into your account
Click "Copy Into My Account". This will place the process in your library, under "Shared with Me".
You can now view and/or edit the process there or click "Use This Process" to get it cloned into your account as an active process type.
You can override an existing pipeline or create a new one. If you're just getting started with processes, you'll want to click "Create new process type".
Name your process type and hit save.
Step 3: Finish the set up for this process type
After clicking save, the system will take you to the process settings for this process type. First, add the team members who you want to have access to this process type. (If you need to add new users to the account who will be working with processes, click here to learn how to add them to the account.)
Under the "General" tab, add the contact roles for this particular process type. These allow you to specify which contacts you need to complete this process, and also specify certain tasks to be completed with a certain type of contact, (such as an auto email sent to the owner.)
(For example, for Owner Onboarding, you'll want to add Owners as a contact role, and if applicable, the HOA. For lease renewal, you'd want Owners and Tenants, and for a work order process, you'd want Owners, Tenants, and Vendors.)
You can choose a certain pipeline for the system to auto-populate that type of contact, or leave it empty.
Step 4: Review and edit the stages and workflows
Next, click Stages & Workflows to view the stages for this process type.
- Backlog Stages can be used to place a process on hold. Some template don't include any backlog stages, but you can add your own.
- Active Stages are where the process workflows and tasks are built out.
- Completed Stages are for completed processes.
- Cancelled Stages are for any cancelled processes.
Inside of each stage is the workflow of tasks for that particular stage. Building it out is very similar to the sales stages and workflows, but with some brand new, powerful features!
To learn more about each new workflow step setting (such as using contact roles, step instructions, required steps, wait steps, and conditional steps, view this collection of articles here.)
Customize the workflow by editing the delays, adding email templates, and adding more of your own steps. Then test it out with a test process to see how it works! (Click here to learn how to trigger your first process!)