Workflow Settings

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

• Overview
• Creating a workflow
• Editing a stage or status
• Rearranging the order of stages and statuses
• Changing the color of statuses
• Access restriction
• Updating the status of a contact

Overview

A Workflow is a series of Stages and Statuses 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 give 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 likely only have signed up for one File Type.
   
   In the example image above, we selected Student Loans. Any modifications to Stages or Statuses will only affect the Student Loans File Type workflow.
3. Click the +add new button near the top of the page.
   
4. Do the following:
   • In the Add What? menu, select Stage.
     
   • Type the name of the Stage into the Add Stage input box.
     
   • If you selected to add a Stage, type the name of the status in the "Add Status" field, and then select a role from the dropdown menu that is highlighted by the red arrow in the image below.
   • If desired, configure the Access Restriction. (Access Restriction is explained in further detail in the Access Restriction 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 the order of stages and statuses

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

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Changing the color of statuses

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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Access restriction

Access Restriction 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 "Processors" team members can move contacts out of the "Lead: Dead" Status.

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Updating the status of a contact

1. From the Client Dashboard, click the Update Status symbol, which is a pencil-on-paper icon.
   
2. A dialog box appears, 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 the Change Status button.

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