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GreenRope How-to: Workflows

A workflow consists of a sequence of steps/ activities/ tasks that happen consecutively over a period of time. Workflows help implement specific business processes and help a team/business stay organized and on top of their follow ups, projects, and tasks.

Purpose of Workflows:

  • Improve productivity
  • Maintain consistency in business processes
  • Improve organizational efficiency
  • Allow the team to focus on the task rather than managing the workflow
  • Save time

GreenRope is a great platform to help you achieve the level of organization and flow that you need for all of your sales and marketing activities. For this post, we are going to explore how to setup and create you workflows, as well as discuss what actions can trigger your workflows.

Step 1: Determine your processes

First things first, you need to plan your strategy. How does your flow work? When a person fills out a form on your website is a sales person notified, do they automatically start receiving your drip campaign? Do they need to be contacted first by email, then with a phone call? How you plan your strategy is going to largely depend on the type of business you are running, so it is important to determine what YOUR most efficient flow will be before creating your workflows.

Things to think about:

  • What activities make up your process?
    • Emails
    • Meetings
    • Signed agreements
    • Walk-throughs
    • Product demonstrations
    • Payment
  • Who is in charge of each of these activities?

Step 2: Customize your activities

You can completely customize all of the CRM activities that make up your workflow. To customize your activities, go into Contacts > CRM Activities, and type out each activity that you are going to include as part of your process. Once you do this, you will be able to select them from a drop down menu when you are adding an activity to a specific contact, or creating your workflow.

Step 3: Create your workflow

Creating workflows in GreenRope is as easy as 1-2-3. There are also a ton of different customization options, so that you can develop your flow the way you meant it to be!

  1. Name your workflow
    1. I.e.: Interest Follow-up
  2. Determine if when a workflow is triggered, the contact that triggered the workflow is added or removed to/from a group or not. For example, let’s say a person watches an informational video about your business on your website. That action triggers a workflow, and that workflow can add them to one of your GreenRope group, perhaps a group containing a drip campaign with more information about your product or services.
  3. Select who gets notified when a workflow is triggered. Depending on the action, this alert should go to the person that this workflow or the first activity is associated with, or a sales person/ manager.
  4. Set each workflow activity. Using the drop down menu, select each workflow in the order that they should be started.
  5. Assign your activities to the person in charge of that portion of the workflow. The person the task is assigned to must be a shared access user of the group where the workflow is created.
  6. Save your workflow and do it all over again!

Lastly, let’s go over how the workflows you create are triggered.

1. Clicks: Using the Link Library (found under the Media Library), any link you insert into your emails can trigger a workflow. For example, if you send out a monthly newsletter about Small Business Sales and Marketing, and share a link asking the reader to ‘Click Here’ for more information. When the recipient clicks on that link, that click will automatically trigger the workflow you have selected as your automatic action.

2. Videos: GreenRope’s video tracking allows your to embed and track videos on your website. When someone watches that video, their activity can trigger a particular workflow you have created for your ‘Video Followup’.

3. Surveys: A workflow can be triggered when a responder answers any of your survey questions. This allows you to follow up with your responders in an efficient manner.

4. Signup Forms: This may seem obvious, but if a person hits one of your landing pages/signup form, a workflow can be triggered. This is a great way to ensure prompt follow up actions, so that your organization doesn’t miss a beat. 

5. Ticketing: As an issue management tool, it is important that tickets trigger workflows. This makes sure that all of your tickets are followed up in an organized process, and keeps your customer support consistent.

6. Store: If a buyer purchases from your store, you may want to follow up with them. Trigger a workflow the moment someone presses purchase.

7. Conversions: A conversion is the act of moving from one stage to the other. This does not necessarily mean a purchase. Trigger a workflow when a person has moved forward in the process. You can set your conversions up in Website > Tracking > Automation.

8. Manually adding someone to a group: It doesn’t all have to be automatic. A workflow can be triggered when you manually add someone to a group. This way, each person who is added to a particular group experiences the same process and follow-through.

Setting up your workflows is one of the first things that you will want to do when setting up your GreenRope account. Workflows are the bases for automation and organized process within an organization.

For more information on Best Practices for Setting up your New GreenRope Account, click here

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