Workflow Settings

This article describes the settings for creating and editing workflows within the FORTH CRM. This article is organized into the following sections:

• Overview
• Creating a Workflow
• Editing a Stage or Status
• Rearranging Stages and Statuses Order
• Changing a Status Color
• Restrict Visibility
• Updating a Contact's Status
• Assistance

Overview

A Workflow is a series of Stages and statuses that a client will transition through as they progress through your company's servicing process.

• Status: Used to categorize contacts in your CRM to help manage the enrollment or servicing process. A contact's Status should provide a specific indication of where the contact is at in the enrollment or servicing process.
• Stage: Used to categorize statuses. A contact's Stage should indicate where the contact is in the enrollment or servicing process.

NOTE: The Workflow settings page is only available to Users with 
Role Permissions to Create Workflow, Edit Workflow, or Delete Workflow.

Creating a Workflow

1. From the Contacts tab, click Workflow.
   
2. Select the File Type. Each File Type has its unique Workflow. In most cases, your account will only have signed up for one File Type.
   
   In the example image above, we selected Debt Settlement. Now, any modifications to Stages or Statuses will only affect the Debt Settlement File Type workflow.
3. Click +Add New near the top of the page.
   
4. Do the following:
   • In the Add section, select Stage from the radio buttons displayed (see image below).
     
   • Type the name of the Stage into the Add Stage text field.
     
   • Click Save found at the top right of the section.
   • To add a Status, select the Status radio button, and type the name of the status in the Status Name field.
     
   • Select a role from the Select Stage dropdown menu that is highlighted by the left-facing red arrow in the image above. 
   • If desired, configure the Restrict Visibility section. (This is explained in further detail in the Restrict Visibility section below.)
5. Click Save.

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Editing a Stage or Status

To edit an existing Stage or Status, click on it on the Workflow settings page. This brings the respective Stage or Status into focus, allowing you to edit or delete the name.

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Rearranging Stages and Statuses Order

Stages and Statuses can be rearranged by clicking and dragging them as they display on the Workflow settings page.

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Changing a Status Color

To the right of each Status is its corresponding color code. Each Status is colored black by default (color code FFFFFF). You can click on the box to select a new color for that Status, or you may input a color code.

Two examples of additional colors are listed below:

• Purple - Color Code 5915BF
• Blue - Color Code 1C7EFF

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Restrict Visibility

Restrict Visibility is used to restrict Workflow access from certain Users or Teams. Once enabled, highlighted Users or Teams will be the only ones capable of moving contacts from the respective Stage or Status.

In the example image above, only Underwriters team members can move contacts out of the Enrolled: Dead status.

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Updating a Contact's Status

1. From the Client Dashboard, click the Update Status symbol, which is a pencil-on-paper icon.
   
2. A Change Status dialog box opens, allowing you to select a new Stage and Status using the appropriate dropdown menus. 
   

NOTE: Status updates execute triggers

3. Once you have selected the new Stage and/or Status, click Change Status.

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Assistance

If you have any questions, please contact our support team at support@setforth.com.

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