Take a look at our video that introduces our daily CRM users to the new Workflow Manager!
Video Transcript
We're excited to show you the all new Workflow Manager in Salentica Engage. With Workflow Manager, you create and trigger automated process, without having to understand Microsoft Power Automate or the Dynamics 3 65 workflow engine. By making it easier to create and manage workflow, your firm can claw back some precious time for more valuable pursuits. Users are empowered to define the steps involved in the process and decide to whom tasks are assigned, how long those tasks and approvals should take your team, and it's all done through a simplified user interface.
Let's take a look. As a regular user of Engage on the left-hand menu, you'll see Workflow Manager and then Workflow Launcher. When you click on Workflow Launcher, you're going to see a list of your current active workflow launcher records. This is a list of the requests that have already been kicked off, or that are scheduled for some time in the future.
To start a new process, we'll go up to the top and hit plus new. Your CRM administrator has created workflows for you. So we're going to use those since they're your firm's predefined process. Click copy from templates, and then here in the middle of the page, you have a list of your firm's templates. If you don't see any templates or only the recent ones are there, click enter and you'll see the entire list. We've released five different workflow templates with Engage that you can get started with.
In this example, we'll process a deposit. The next option is whether or not to start this workflow immediately, or schedule it for some other date. We'll schedule it to kick off immediately. Next we'll fill out the Workflow Launcher name. We recommend to include a description of the client request, as well as the relationship name. Here, we'll choose the relationship and then if there's any additional information about this workflow, you can put it right here in the description. Then we'll hit save. Here, you'll see the workflow launcher status. Generally, you'll see here, if it's copying from the template or if it's already been done. What it's doing is it's actually copying all the steps and associated data from that workflow template.
You can now see that the workflow launcher status is completed and therefore this launcher record is now read only.
Let's jump over to workflows here on the left-hand menu. This is going to show any current active workflows. Here's a $250,000 deposit into a new annuity. Let's click on this workflow to see all the information. Here under general, we can see when it's expected to be completed based on the underlying tasks, what the current workflow status is when it was started, the expected completion date and how long it's been opened. You can also see the default steps that are associated with this workflow, and if you need to and have permission to do so, you can actually add in additional steps to just this specific workflow. These are the on the fly changes that will adjust this particular process only. And if you find a step that you're consistently adding to the normal process, talk to your CRM administrator to see if it makes sense to incorporate this into a new default process. You also can see the open tasks and track additional activities that are part of this workflow.
Let's say, for example, you have to make a phone call, and have to have an additional discussion about this annuity, or the some other tasks that need to happen for you to go ahead. You can actually add these here and it's really helpful. So you're able to track all of the associated activities for this particular workflow. Also visible on the workflow forms are steps, what types of steps and the timing of each step and the owner. Let's take a look at these for deposit. You can see there are three tasks. First is evaluate client portfolio, then initiate, invest cash activity, and then finally confirm completion of a client's deposit. And you'll see that each step in this particular workflow is a task.
Another type of workflow step could be approval. If an approval needs to happen here, you can see to whom that step will be assigned and that's going to be based on the relationship team assignment for that relationship record. So for example, Teresa's relationship manager is Rachel. So this first step of evaluate client portfolio will be assigned to Rachel. Next to this, you'll see a column that says due in X business days. This indicates the due date for each task in the process. And it'll determine if the step is still within the expected timeframe, or if it's overdue. Everything displays in the order, these tasks should be completed. It'll also determine whether or not the tasks are done concurrently, or if they're done sequentially or both. And then finally, you can see the current status of each of the steps.
One good thing to point out on the relationship level is that the underlying activities for these workflows do not roll up into the Activities Plus box. You do have a new tab at the top that says workflow manager, and here you can see all the current and in progress workflows, the overall status, the ones that are active, completed, and so on.
Workflow Manager in Engage creates interesting possibilities for dashboards. Besides just helping you ensure compliance with your common process,
Workflow Manager generates a lot of interesting metadata. You can of course make a dashboard so that anyone looking at it sees anything that's on their plate, but you can also summarize how long things are taking and add charts to help you make better decisions as a firm.
So that's a semi in depth introduction to Workflow Manager in Engage. We can't wait to see how you take advantage of it.
