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Create New Workflow Templates in Engage
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Workflow Templates are the foundation of the Workflow Manager functionality. Workflow Templates hold the details and steps necessary to complete your business processes. Here you can outline exactly what Tasks, Checklists, and possibly Approvals are needed, in what order, how long these should take to complete, and who will be assigned to each step in the process. The Workflow Launcher then copies the Templates to create new Workflows with the same, repeatable processes.


Administrators will access Engage Settings to view, edit, and create Templates. Engage comes with five preconfigured Templates for you to get started and edit to best fit your own internal processes. To learn more about the Salentica Default Workflow Templates, click here

What's in a Template?

Workflow Templates contain the information needed to create multiple Tasks and assign them to different users or Teams to complete a business process through a Workflow. Workflow Templates are copied by the Workflow Launcher to create new Workflows for individual Relationships. For example, if your new account opening process requires the same Tasks every time the process is done, then it can be set up as a Workflow Template. 

The General tab shows general information about the Workflow Template. Here you can name the Template, select a Workflow Type and Subtype for reporting, determine the total Estimated Business Days Until Completion, set the Frequency to one-time or recurring, and give the Workflow a Description.

In this example, this Workflow Template will be used to create the Tasks needed for a Standard Account Opening, which will happen one time and take a total of 10 business days to complete. 

The core of a Workflow Template is the Steps. Steps are the objects that create and assign specific Tasks to users or queues automatically. Once a Step is kicked off by the Workflow, an associated Task is created that carries over the specified Assignee, Subject, Description, and Duration. The Assignee can be notified via email or in-app notification that the Task has been assigned to them. Once the Assignee marks the Task Complete, the Step is also automatically marked Complete, and the Workflow will kick off the next Step in order. This process will continue until all Steps are completed, and then the entire Workflow will be marked Complete. 

The Workflow Template example below contains six Steps that will kick off five Tasks and an Approval, in the order specified. 

Within each Step, you can determine whether the Step should assign a Task, Approval, or Checklist, who will be responsible, and how long they have to complete the Task, Checklist or Approval. In this example, the Client Service Associate is assigned to the Task, Review New Account Forms for Accuracy/Completion. This is the first task in the Workflow, is due to be completed in one business day after the assignment, and should take 30 minutes to complete for Time & Expense tracking. The Subject and Description will show on the Task created by the Step. 

Parts of a Step

1. The Order the Step will occur in the Workflow. Steps can be linear, started one after another, or concurrent, started at the same time. To learn more about Step Order, check out this article

2. Select a Name for the Step.

3. Select whether the Step will create a Task or an Approval. If Approval is selected, you will then see an option to Select an Approval Step and Upon Rejection options. To learn more about Approvals, check out this article

4. The Workflow Template Name will automatically fill in.

5. Enter the number of Business Days you expect the associated Task to be completed in.

6. Assign a Checklist. The Step will create a Task with the assigned Checklist. We recommend creating the Checklist before assigning to a Template. To learn more about Checklists, check out this article.

7. Start Next Step Immediately allows the next step to create a concurrent Task. See this article for more on concurrent Steps. Leave toggled off for linear Steps.

8. This Subject will be the name of the Task or Approval that the Step creates.

9. Enter a Task Type for Reporting purposes.

10. Give a Description that will show on the Task or Approval that the Step creates. This gives the user more details on what is required for their process.

11. Assign a user who will be responsible for completing the Task or Approval that the Step creates. This can be a Specific User, a Role that is assigned to the Relationship Team, or a Specific Team. We recommend assigning to a Role for ease of use; in case a User leaves or changes positions, you won't have to reassign Tasks/Approvals assigned to the old user.

12. Enter the Duration of time in minutes this Task/Approval should take to complete. Once the Task/Approval is marked complete, this amount will be tracked in Time & Expense.

Copy a Template

Don't want to start from scratch, but want to edit an existing Template? You can clone an existing Workflow Template and make changes from there. 

1. Login with an administrator role to Engage Settings. 

2. Click Engage at the bottom left of the screen and select Engage Settings.

3. Under Workflow Manager Settings, select Workflow Templates.

4. Click + New to create a new template.

5. Give the new Workflow Template a Name, Type, Frequency, and Estimated Business Days Until Completion.

6. To copy the Steps and Associated Data from a Workflow Template, toggle Copy Steps/Associated Data from template? to yes. 

7. Select the existing Workflow Template you want to copy. Save

8. Refresh the page and you will see the copied Steps. 

9. Make any edits you need to the Steps and Save

Create a New Template

1. Login with an administrator role to Engage Settings. 

2. Click Engage at the bottom left of the screen and select Engage Settings.

3. Under Workflow Manager Settings, select Workflow Templates.

4. Click + New to create a new template.

5. Complete the Workflow Template required fields as well as the other details. 

6. Save.

7. Under the Steps section, click +New Workflow Template Step.

8.  Complete the Workflow Template required fields as well as the other details. Each Step will create a Task/Approval/Checklist as specified in the Workflow process. Save.

9. Create additional Steps, one for each Task/Approval/Checklist needed to complete your business process. 

Once you have added all of the Steps needed for the Workflow, your Workflow Template is ready to use. You can now copy it via the Workflow Launcher into a new Workflow.

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Salentica can be customized by your System Administrator, so your views & access may differ from this documentation. Please contact your System Administrator with specific questions.

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