To provide a clear and comprehensive guide for team members on how to create, manage, and optimize workflows within the Pete system. This SOP aims to ensure effective delegation, minimize misunderstandings and errors, and maximize productivity and accuracy in task execution.
Key Steps
Access Workflows
Navigate to the settings in the Pete system.
Scroll down to the "Workflows" section.
Understanding Workflow Types
Identify the difference between system workflows (automatically active for every property) and custom workflows (specific to certain tasks).
Determine if the workflow will handle business automation, drip campaigns, or both.
Creating a New Workflow
Click on "Create New Workflow."
Fill in the name and description fields.
Choose whether it will be a system workflow or a custom workflow.
Defining Workflow Conditions
Set the conditions that will trigger the workflow. For example, specify the property phase (e.g., "Lead") and status (e.g., "Dead").
Ensure that the conditions are clear and specific to avoid misfires.
Adding Actions
Click on the plus icon to add actions that will occur when conditions are met.
Common actions include changing property values, sending emails/SMS, creating tasks, or stopping other workflows.
Testing the Workflow
Before activating, simulate the workflow to ensure it behaves as expected.
Make adjustments as necessary based on the test results.
Activating the Workflow
Once satisfied with the setup, activate the workflow.
If it’s a system workflow, ensure it’s marked as active for all properties.
Monitoring and Adjusting Workflows
Regularly review workflow performance and make necessary adjustments based on feedback or changing business needs.
Deactivate workflows that are no longer needed to avoid clutter.
Cautionary Notes
Ensure that workflows do not conflict with one another, particularly system workflows that may affect multiple properties.
Be cautious when setting conditions and actions to prevent unintended consequences, such as stopping other essential workflows or tasks.
Always back up existing workflows before making significant changes.
Tips for Efficiency
Use clear and descriptive naming conventions for workflows and actions to make them easily identifiable.
Group similar workflows together for better organization and easier management.
Document any changes made to workflows for future reference and training purposes.
Encourage team members to provide feedback on workflows to continuously improve processes and efficiency.
By following these steps, team members can effectively create and manage workflows within the Pete system, ensuring streamlined operations and enhanced productivity.