Setting up Workflow

How to set up your collections and/or followup schedules

Table of Contents

1. Login to the WebAPP

First, in order to create your new workflow you will want to log in to the WebAPP. In order to do this, you will need to navigate to http://app.callpotential.com and log in with your administrator credentials. If you have forgotten your login credentials, please reach out to support at 877-552-2557. After logging in, click on the "Advanced Dashboard" sub-tab.

2. Setup Workflow

After you access the Advanced Dashboard, click "Setup Workflow" under Setup Pages. This will take you into the workflow editor page.

3. New Rule

At the top of the Workflow editor page, there will be a few buttons that you can click. The "Archive" button will remove all checked workflows that already exist on your account. The "Copy" button will make an identical copy of the selected workflows. Finally, the "New Rule" button will create a new blank workflow for you to edit. Additionally, you can edit existing workflows by finding the name of the one you wish to edit, and clicking the "edit" link to the right of them.

4. Assign Location

After selecting the New Rule button, you will be brought to your blank workflow sheet. By default, the workflow will be set to the type "Followup". If you are creating a Collections workflow, then you will want to use the "Rule Type" drop down to change the type to collections. After you select the correct rule type, you will want to assign the appropriate locations to the workflow. Simply click the "Assign Location" link at the top of the page, and click the locations in the "Available Locations" list to set them to the workflow. After selecting the correct locations, click "Assign Location" again to close the locations pop up.

5. Setup and Add new Steps

After adding the appropriate locations, you are now ready to create your workflow schedule. You will want to begin by adding new workflow steps, and setting the rules of your workflow via the checkboxes at the top of the page. Here are some useful tips on what each button does:

1. Allow User to Delay Next Step/Promise to Pay - This will allow the manager to delay a follow up. If you are setting up a collections workflow, this will be replaced by "Allow Promise to Pay"; However, they both work the same way
2. Default Rule - By checking this box, you will make this workflow the default rule for newly created locations
3. Send email alert - By checking this box, an email will be sent to the location daily for collection steps to complete
4. Enable instant alert for external leads - This will notify managers of a new lead that has come in, not from CallPotential. this will be useful if you have online reservations on your website. As soon as the lead goes into your management software from your website, CallPotential will sync up with the management software and inform the manager of the newly created lead, via a pop up in their ThinClient.
5. Plus button - this button will add a new step below the step that the plus button was clicked from
6. x button - this button will remove the step

6. Edit Steps and Dates

After adding a new event and checking the boxes that apply to how you want your workflow to function, you will then move on to changing the type of events that go out, making them manual or automatic, and designating what days they are set to receive these events. Here are some useful tips on what each column does:

1. Type - The type of event that you want to go out. This can be a Call, SMS (text), or Email
2. Days Later/Days Past Due - How many days after the lead was created (for the followup workflow) or how many days after the tenant's account was due (for the collections workflow), that the event should go out
3. Days Before Needed Date - This field will prevent a lead from receiving this event if they are a set amount of days out before needing the unit. This is only for the followup workflow type
4. Template - This field will allow you to select the template you wish to use for the scheduled event. You can learn more about workflow templates by navigating to the "Setting up Workflow Templates" guide
5. Auto - By checking this box, you can make the even go out automatically. After checking the box, a new field will come up allowing you to select the time that you wish to have your events go out. By leaving it unchecked, this will show up as a manual event for your manager to complete
6. Instant - By checking this box, you can have the event go out instantly after the lead is created. In order to have this available to check, you will need to set up a "Days Later"=0 event, AND have it as an automatic event

7. Save

After you have made all the appropriate changes to your workflow, simply go to the bottom of the page and click the "Save" button. You have now successfully completed your new Workflow!