How to Create a New Workflow

To Automatize the Daily Routine

How to Start Using eWay-CRM » Administration / Customization » How to Create a New Workflow

Workflow represents a set of steps everybody needs to follow in order to close a sales opportunity or finish a project. It corresponds to a company’s standard internal processes and allows users to automate them to ensure that everyone follows the same steps. Workflow can automatically generate tasks, send email notifications, check for mandatory fields or make sure all proper documents are attached. In eWay-CRM, you can set up your own workflows in Leads, Projects, Documents, Marketing, Carts, Work Reports, Absence and Bonuses.

The workflow panel is displayed on the top of a dialog box.

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The different colors give different meaning to individual statuses:

how_workflow_02 Blue background: the current status of the item.
how_workflow_03 Green background: available statuses you can click on.
how_workflow_04 Grey background: not active.
how_workflow_05 White background: the new status you clicked on before saving.

eWay-CRM comes with some predefined workflows, but you may want to create your own workflow from the scratch. Let’s create a new workflow for a lead as an example.

Step 1 – Create a New Lead Type

  1. Click Administration Settings on the eWay-CRM ribbon.

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  2. Click Drop Down menus under the Module settings and double-click the type: LeadType.

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  3. Go to the FileAs field in the pop-up window. Type in names of new types and press TAB or the down arrow button on your keyboard.

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  4. Click OK.
  5. Wait for 30 sec for automatic synchronization or synchronize changes manually. To do that, right-click on the eWay-CRM agent in the system tray and select Synchronize.

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Step 2 – Create a New Workflow for Your Lead / Project Type

  1. Click Workflow diagrams under the Module settings and click New under the Home tab.

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  2. Specify Workflow name and select Module and Type. Click OK.

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  3. In the new window select Modify list of statuses.

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  4. Type in the list of statuses in the FileAs field one by one pressing TAB or the down arrow button on your keyboard. Click Finish.

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    To move statuses up and down or delete them, use buttons on the left side of the item window.

  5. Wait for 30 sec for automatic synchronization or synchronize changes manually. To do that, right-click on the eWay-CRM agent in the system tray and select Synchronize.

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Step 3 – Link Statuses Together (Create Flows Between Them)

  1. Select Create new flow using EXISTING status.

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  2. Specify parent and child statuses relations in the opened wizard and click Next.

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  3. On the next step you can change the name of the status if you like or click Next.

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  4. Select group of users that will be able to change statuses or click Check All to enable it for all users.

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  5. Additionally, you can define actions both after and before the status changing.

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    The actions will be triggered during the change of status. For example, if you change a lead status from Proposal to Contract, eWay-CRM can automatically:

  • Create a task (e.g. to make a follow-up call in two weeks).
  • Send an email to a user or a group of users (e.g. to email a financial manager that the invoice is to be issued).
  • Check whether some fields (e.g. Price) are filled in.
  • Check whether relations with specific items are created (e.g. attached order before change of the status to Development), etc.
    You can learn more in our knowledge base or contact us for help.
  1. Check the summary of the workflow and click Finish.
  2. Wait for 30 sec for automatic synchronization or synchronize changes manually. To do that, right-click on the eWay-CRM agent in the system tray and select Synchronize.

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Repeat steps 1-6 to set up parent-child relation between the rest of the statuses. In the end, you will get two columns, similar to the picture below.

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If you need to edit or delete a parent-child flow, go to the Designer tab>Edit flow/ Delete flow.

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Now, if you open a lead, you will be able to select a new type with the created workflow.

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Do you have questions? Our consultants have answers.

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