In this article, you'll learn what makes up a workflow in AgencyBloc. Automated Workflows are built using triggers (what you’re looking for) and actions (what you want to happen). Put simply, a workflow is set of actions taken when a specific trigger is met. Set criteria on your trigger to ensure only the appropriate records enter a workflow. Workflows heavily use data in your account, so the cleaner the data, the better the results.
IN THIS ARTICLE
Working with Triggers
Basics of Triggers
A trigger defines what you are looking for to start the workflow. Set what triggers the workflow and when it triggers. Then, set your trigger criteria to define which records can trigger a workflow. For example, you can select a trigger type of Individual and a trigger when an individual is created. Then set the criteria as a type of Prospect so only individuals with a type of prospect trigger the workflow.
A workflow can only be triggered once by each record, unless you’ve set to allow the workflow to recur yearly (we’ll cover it in detail below). Also, if a record changes and no longer meets the trigger and criteria, that record will be removed from the workflow.
- Trigger Type: What triggers the workflow.
- Trigger When: When a workflow is triggered.
- And Meets Criteria: Which records can trigger a workflow.
Trigger Type & Trigger when
Automated workflow allows for 7 different types of triggers. Once you’ve selected a trigger type, you then set the trigger when option. Each trigger when option corresponds to the trigger type.
- Group Activities
- Individual Activities
- Agent Activities
And Meet the Criteria
Setting Criteria on a workflow helps you target specifically which records can trigger a workflow. All records or just records meeting the criteria you set. The criteria available corresponds to your selection of trigger type and trigger when. So, when you change the trigger type and trigger when details appropriate criteria displays.
When no criteria is added, the workflow will be triggered across the board for the trigger type. To limit which records trigger a workflow, be as specific as you can with your criteria - the more criteria you add, the more targeted your workflows will be.
- Widespread: When you want to allow a workflow to be triggered by a larger set of records, don’t set as many criteria.
- Limited: When you want to allow a workflow to be triggered by a smaller set of records, set targeted & specific criteria.
Example: With the "And Meet the Criteria" pictured below, only individuals with Types of Suspect or Prospect that have Bob Smith as the Primary Servicing agent and aren't connected to a group could trigger the workflow.
Allow yearly recurring triggers
Certain processes at your agency may occur yearly. As such, for applicable trigger types, you can set a workflow to allow it to be triggered yearly. Typically, these involve types and status changes to account for process lifecycles.
Setting up Actions
Basics of Actions
Actions are what you want to happen when a workflow is triggered. A workflow is required to have at least one action to function. Add as many actions as needed for your workflow. Structure your workflow actions over a period of time.
Action Types & Timing
There are two kinds of actions available in Automated Workflow:
- Send An Email
- Create & Assign Activity
Set the details and content for each kind of action. Set email details and content for an email to send. For activities, you set activity details like you normally create an activity.
For each action, you set the time when you want the action to happen. You can set action timing using days, weeks, or months. An action’s timing is set in relation to the workflow trigger.
Actions can be set to happen before or after a trigger, depending on the selection of trigger type and trigger when. All trigger types can use a timing of after. Only 'date is approaching' trigger when selections can use the before option.
Policy Status changes to Active - actions can only occur after trigger
Policy Renewal Date is Approaching - actions can occur before or after trigger
Review & Maintain your Data
In real estate, the saying is “location, location, location.” For automated workflow, the saying is “data, data, data.” To get most out of Automated Workflow, we suggest keeping and maintaining good clean data in your AgencyBloc account. Workflow utilizes data fields across AgencyBloc.
As such, the better and cleaner your data is, the better your results will be when using automated workflow. We also suggest communicating across your agency to ensure users understand how data will feed into workflows.
Can trigger types be added?
Sorry, this is not available as the trigger types are set. With that in mind, we thrive on feedback, so let us know if there’s something else we can look into.
How do I schedule an action to occur at the same time a workflow is triggered?
Good question. When you select 0 Days after for the action timing, the action occurs almost immediately after the workflow is triggered.
Do new records created via API or Lead Integration trigger workflows?
Yep! As long as the trigger type, trigger when, and criteria matches, the record would trigger the workflow.
For a record, is there a way to stop a workflow based on a change and discontinue any additional actions?
If a record changes and no longer meets the trigger and criteria, that record will be removed from the workflow and any future/additional actions will not be performed. Also, if a record is deleted, actions will stop.