Cloning in a Pre-built Process

Step 1: Find the process in the library

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 use 'Types' and 'Categories' to filter the Process list.

You can review the process 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. You'll notice that Item Name automatically adds a merge tag for the property street address. The Process will also be assigned a Category. Categories are used to provide you with contextual information about how to make better use of your process types. We'll try to infer the best category for you, but you can also choose a different category and override our choice.

Now hit save.

If you'd like a deeper dive into building processes, we have provided a "Learn More" link to our free course "Building PM Processes".

Step 3: Finish the setup 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, or click the + Add User button and then invite the new user.)

You can also set up assignee roles internal to your company (like a BDM, Administrator, etc). Find out more about team roles here.

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. You can also add a custom role by clinking on "+ Add Contact Role"

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. 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!