Create a New Workflow

Tutorial for

1. Workflow Introduction
2. Basic Workflow
3. Advanced Workflow

Workflow Introduction

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.

The different colors give different meaning to individual statuses:

	Blue background: the current status of the item.
	Green background: available statuses you can click on.
	Grey background: not active.
	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 deal as an example.
 

Basic Workflow

Step 1 – Create New Deal Type

1. Click the link to go to the setting of the deal workflows. You need to have eWay-CRM account with administrator permissions to do so.

 

2. In the top part of the deal types list, just write in the name of your new type and confirm it.

Step 2 – Create a New Workflow

1. The new type is created. Now you have the option to create a Basic Workflow and Advance Workflow. This article is focusing on basic workflow. If you want to know more about the advance workflow, please read our knowledgebase.



 

2. When you click Basic Workflow, just click + for adding new statuses of your workflow.



 

3. Now just add all your statuses you want to have in the workflow. You can add the translation for the status or set the probability of winning the deal in the current status.



 

4. And that’s it. Now, save the changes. Your workflow is created. In this setting, you can rename workflows, edit statuses, move them, and delete them. Always save your changes.



 

5. In eWay-CRM Desktop, 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.



 

6. Now, you can open a deal and change its type to see and work with your new workflow. If you cannot see the Type field in eWay-CRM Desktop, just click the Form Designer icon in the top toolbar of the dialog.



 

7. Here, drag and drop the Type field into the dialog and save it for all types. For more information about own forms, please go to Create Custom Forms.



 

8. Now, you can change the type to one with your new workflow – you can see it in the part of the dialog above the fields and their values.

Advanced Workflow

Step 1 – Create a New Deal Type

1. Press SHIFT and click Administration Center on the eWay-CRM ribbon in Outlook Desktop.



 

2. Under the Module Settings section click the Drop Down Menus item and double-click Lead Type.



 

3. In the dialog, go to the empty row in the FileAs column. Insert the name of the type and press TAB or the down arrow.



 

Tip
If you want to convert a deal to a project, read this article: Convert Deal to Project, Company or Contact

 

4. Click OK.

 

5. In eWay-CRM Desktop, 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.

Step 2 – Create a New Workflow for Your Deal

1. Under the Module Settings section click the Workflow Diagrams and under the Home tab, click New.



 

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



 

3. In new dialog, type in statuses. Fill in cells in the FileAs columnd using the TAB key or down arrow on your keyboard. If you are done, click Finish.



 

4. If you want to move the status up or down od delete it, just use the buttons on the right side of the dialog.

 

5. In eWay-CRM Desktop, 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.

Step 3 – Create a Flow Between Statuses

1. Select Create New flow.



 

2. Specify Parent Status and Child Status and click Next.



 

3. If you want to change the name of the status, you can do it now, or just click Next.



 

4. Select the user group that will be able to change the statuses or just click Check all if all users will be able to change it.



 

5. You can also set actions before and after the status change.



 
Actions will run wen you make the status change. For example: If you change the deal status from Proposal to Accepted, eWay-CRM allows you to:

• Create a task (e.g. create a follow-up task to make a phone call in 2 weeks).
• Send an email to a user or user group (e.g. email to financial manager to create an invoice).
• Check that some field (e.g. Price) are filled.
• Check that the relation between items was created (e.g. the order is attached before the deal is moved to development), etc. For more information, go to our documentation or contact us.

 

6. Check the workflow summary and finish its creation by clicking Finish.

 

7. In eWay-CRM Desktop, 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.



 

8. go through steps 1-6 and set flow between other statuses. In the end, you will have similar two columns like in the picture below.



 

9. If you want to edit or delete flows, click the Designer tab and select Edit Flow or Delete Flow.



 

10. Now, you can open a deal and change its type to see and work with your new workflow. If you cannot see the Type field in eWay-CRM Desktop, just click the Form Designer icon in the top toolbar of the dialog.



 

11. Here, drag and drop the Type field into the dialog and save it for all types. For more information about own forms, please go to Create Custom Forms.



 

12. Now, you can change the type to one with your new workflow – you can see it in the part of the dialog above the fields and their values.