Customer Relationship Management made simple ConvallisCRM
Workflow Diagram

Maintain Workflow Steps

Video Tutorial

The following guide will show you how to set up your workflow steps for your business processes.

  1. From the menu, select Administration >Maintain Workflow Steps. CRM Administration menu
  2. Select a Sales Type.Maintain workflow types
  3. Click Add.
  4. Type in a name for the step.
  5. (View optional steps in the section below).
  6. Click Save.
  7. Click Close.
Example of maintain workflow step editor:

Optional Steps
  1. Select a new sales type (e.g. Convert Quote to order).
  2. Select an email template (e.g. Invoice Template).
  3. Select an attachment (A File version of an email template with the customer's information).
  4. Select the number of days that a task has.
  5. Select a user to deal with the task.
  6. Add any previous and next steps.

The workflow steps are a great way of monitoring your sales process.
Within ConvallisCRM, you can use workflow steps to print invoices and quotes and also assign tasks to users that will help push your sales from first contact all the way through to completion. You will always know exactly what needs to be done at any given point with each of your sales items.

This tutorial will help you to understand how to create and use workflow steps to your advantage within ConvallisCRM.

  1. From the menu, select Administration >Maintain Workflow Steps.

  2. Select a Workflow Type from the box at the top.

  3. Click Add... to create a new step*.

  4. Give the step a name which makes it easy for you to know what the step is for (e.g. Send quote to customer).

  5. If you want a step that will change the workflow type (e.g. convert quote to order), select a type from the New Item Type list. This will create a copy of the order / quote once the step is reached, so you will have a record of the initial quote and also a record for the order.

  6. You can print out quotes, invoices or despatch notes on any step (excluding the first step) by ticking the required square in the print box. You can also assign tasks to your staff on any step by ticking the Create Task box and setting a user / time-frame for the task. (e.g. at step Send invoice to customer, you could tell the system to print the invoice and assign a member of staff the task of sending that invoice to a customer). If a task has been assigned, you will not be able to continue through the workflow until the task has been completed.

  7. The Previous Steps box lets you choose which steps can lead you to the current step.

  8. The Next Steps box lets you choose which steps can be done after the current step.

* You need a minimum of 2 steps to use the workflow, but it is better to have more steps as it will give you a clearer view of how far through your business process the item is.

If you are creating steps for the Order workflow type, you are able to set a step where you can set the order as paid and also which is the default payment type.

Workflow Editor

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