Workflow: Module Catalogue

Workflows are a sequence of automated steps that happen with leads you receive. They can be triggered various ways. A workflow can be triggered manually, through a webform submission, through a keyword, links in emails, and extensions on an Information Hotline number. So you have made a new workflow and want to add some steps, but are not sure what they are? No worry, here is a quick reference that will answer your questions.

  1. Text Reply: sends a reply to the contact with a text reply (This Module Requires Profit Dial Pro)


  2. Delay: The Delay step allows you to put a pause in your flow. Whatever is below the delay step will not be executed until the delay expires. Simply enter your desired duration and choose if this refers to minutes, hours, days, weeks, or months. You can also specify what time you want the next step to take place using the At, Between, or Any Time radio buttons on the right. 


  3. Tagging: Tagging is a useful step that allows you assign a tag to a certain contact. Simply choose that tag or tags you want to apply to them and click save. You can also use this step to remove tags that the contact might already have assigned to them. (i.e. you have a possible probate lead, you can tag the contact as Probate.) If you decide to remove tags you can remove all tags associated with a contact by clicking on the slider of Remove All Tags. If you decide to remove all tags, it will only remove the current tags that are applied to the contact. It will not remove the tags you are adding to the contact in this step. For example, if a Lease Option tag is already applied to a contact, and you opt to remove all tags, but want to add the tag Wholesale in the same step, only the Lease Option tag will be removed. 

  4. Contact Tab: When a new contact record is created you can use this step to select which tab will show up once you view the contact. This way you can have the information that is most relevant to you be displayed. 


  5. Trigger Workflow: Now you can trigger a workflow from within a workflow. If a prospect goes through your funnel and gets to a certain point within a workflow or callflow, use trigger workflow to put them into another campaign if they no longer need to be in the first campaign they were in. When using this module you will need to decide which Workflow they will be moved into. When using this module you will need to decide which Workflow they will be moved into. NOTE: If the prospect is moving through stages or your sales cycle, and they no longer need to be in the current Workflow, you will want your next step in the Workflow to be Stop Flows to stop the current Workflow, so the prospect doesn't go through the remaining steps of the current Workflow. 
  6. Smart Routing: Smart routing is one of the more powerful steps. In a nutshell it allows you to create a separate branch of events that happen depending on certain factors that you define within this step. First give your new branch a name and then click Filters

    1. It is on this screen that you can set the condition. For example if you want contacts with a certain tag to go under different steps than everybody else you can simply click on tags and select the one(s) you want to enter a new branch of steps. You can also set conditions based on the following. To access each type of condition you will click on the condition type to bring up the filter options for that condition. 
      • Any Name: You can filter contacts based on name. Type the name you want to filter in the box, and set the condition for that name (Is Exactly, Is Not Exactly, Contains, etc.) 
      • Date Contact Added: You can select a date range for when contacts are added if you want the contacts added during that time to go down a different branch of steps than the other contacts in the workflow. 
      • Campaign Tracking: You can send contacts down a different branch of steps based on the campaign they come from in your Campaign Tracker. You can filter by the Tracking Link Name (This is the name of the campaign in your tracker), Campaign (your target market), Source (the place where you are placing the tracking link, i.e. Google, Facebook, etc.), Medium (the marketing strategy you're using, i.e. Email, Direct Mail, etc.), Content (the content of the marketing medium you're using, i.e. the ad you're using), and Term (keywords that your target audience is going to use to get to your website). 
      • Property Filters: You filter contacts based on certain Properties (This are the properties in your property pipeline, and you can filter contacts based on which properties they are associated with), Has Properties (you can filter contacts based on if they have properties listed under their name in the contact Manager), and Property Roles (you can filter contacts based on their association to a property, such as seller, buyer, agent, etc.). 
      • Add New: You can filter contacts based on any data point you have such as name, email, phone number, etc. So for example if you wanted any contact named John to follow a certain branch of steps in a workflow then you can filter by the name John. 

    2. Select Any or All by clicking on the slider. This will help narrow down the filter or broaden it.
    3. Once you have selected the filters for the conditions of your Smart Routing module you will click Apply to save the selections you made. 
    4. To add more branches to your Smart Routing Module click on +Branch, name the new branch, click on filters, and set the conditions of the new branch by completing steps 1-3 above. 
  7. Ringless Voicemail: This will send the caller a scheduled phone call directly to their voicemail (without ringing their phone). (This Module Requires Profit Dial Pro)


  8. Task: This step creates a Task in your Task Manager. For example say that you want to be sure that you or someone on your team follows up with this contact with a phone call. You can use the task menu seen below to assign it to a team member, give it a priority, and give details on what to needs be done and by what date. 


  9. Notification: The notification step is useful when you, or someone on your team, wants to be informed of someone reaching a certain step in your flow. You can select to be notified via email, text, or both.


  10. Email: The email step is one that you are likely going to be using a lot. It simply sends out an email to your contact from a Marketing Profile of your choice. We have many pre-made email templates that you can use and you can also create new emails on your own (System Settings -> Email Templates) . Once you know what email template you want to use simply select it from the menu. 


  11. Stop Flow: This is a very useful step that can be used to stop the current flow or any other flow. For example say that you have a contact who texted in triggering the current flow, but then also called in triggering a call flow, and are now set to receive two sets of almost identical text messages. You can use this step to remove the other flow simply by choosing it from the dropdown.


  12. Source: Finally we have the source step. You can think of this as a specialized tag that states where the contact came in from. You can set the source easily by selecting the appropriate one from the dropdown. 


  13. Contact Note: adds a note to a contact record

  14. Optin Status - option to opt-in or opt-out a contact's phone number and/or email address


Now that you have a general understanding of the different steps you can use in a Workflow, you can create a Workflow with the steps you need. If you have any questions about any of this please feel free to email us at or call 1-800-507-1945. 



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