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How to Create a New Workflow

To Automatize the Daily Routine.

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 Deals, Projects, Documents, Marketing Campaigns, Bookkeeping Records, Time Sheets, Leaves and Bonuses.

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

Workflow Statuses

The different colors give different meaning to individual statuses:

Current StatusBlue background: the current status of the item.
Available StatusGreen background: available statuses you can click on.
Locked StatusGrey background: not active.
Selected StatusWhite 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 deal as an example.

Step 1 – Create New Deal Type

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

Administration Settings

  1. Click Drop Down Menus under the Module Settings and double-click the type: Lead Type.

Lead Type Drop Down Menu

  1. 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.

New Deal Type

  1. Click OK.
  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.

Synchronization

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

  1. Click Workflow Diagrams under the Module Settings and click New under the Home tab.

New Workflow Diagram

  1. Specify Workflow Name and select Module and Type. Click OK.

New Workflow Diagram

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

Statuses on New Workflow Diagram

  1. 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.

Synchronization

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

  1. Select Create New Flow.

Create New Flow

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

Set New Flow

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

Set New Flow

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

Set Groups for New Flow

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

Set Actions for New Flow

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

  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.

Synchronization

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.

Workflow Diagram Flows

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

Edit or Delete Flow

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

New Workflow

Do you have questions? Our consultants have answers.

Do not hesitate to contact us.