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 (View the article for this option here)
OR start from scratch 👍
Creating Your Own Process Type from Scratch
Step 1: Add a process type
Click "New Process Type" under Processes, or click "Library" in the lefthand sidebar.
Instead of choosing one of the available templates, click the "New Custom Process" button at the top.
Give your process type a name and click Save.
Step 2: Add your team and Contact Roles 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 your LeadSimple account. On the Operations plan, you can have unlimited users at no extra charge.)
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 3: Add Team Member Roles and a Default Outbound Email Address (If Desired)
Below the external contact roles (for owners, tenants, etc), you can set up team member roles in the process. For example, in the Owner Onboarding process, you may have an admin role and BDM role. Setting these up will allow you to assign team members to each role when you start an owner onboarding process.
You can also add a default outbound email address that will be used when sending emails from this process (if you don't see the email you want to send from on the list of options, then follow these steps to connect your email first).
Finally, you can select Relevant or Broad tracking (see this article for an in-depth overview of the differences between them). Relevant will only track communications sent from the process page, while Broad tracks any communication that may be related to the process, property, or owner, whether it's sent from the process page or not.
Step 4: Add Your Stages
Next, click Stages & Workflows to add stages to this process type.
Backlog Stages can be used to track on-hold processes.
Active Stages are where process workflows and tasks should be built out.
Completed Stages are for completed processes.
Cancelled Stages are for any cancelled processes.
Here are examples from our Owner Onboarding process template:
Click the "+" icon for each section to add stages to that section.
Step 4: Add Your Workflow Steps
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 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.)
Once you've built out and customized the workflows, test it out with a test process to see how it works! Click here to learn how to trigger your first process!