Introduction

Operate comes with a series of default workflows enabled for all Operate accounts 

These workflows are not accessible from within Operate, cannot be modified and are meant to perform automated system tasks, so that you don't have to. 

Below is a list that explains them, what they do and how they are configured.

To learn more about how to set up your own workflows, please see the Workflows Section of this Knowledge Base.

Lead Source field update – WEBSITE

  • Object - Lead.
  • Description - Updates the leadsource field to “website” if the source has come from here, this is useful in being able to track the number of enquiries through to conversion from your website.
  • Evaluation Criteria - Evaluates the rule criteria when a record is created.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met (Web to lead equals true).
  • Immediate Actions - Field update: Lead source field update – Website.
  • Time-Dependent Actions - None.

Stage Field Update - Tour Arranged

  • Object - Tour.
  • Description - Updates the opportunity stage when a tour has been created to “tour arranged”. This allows you to avoid manually changing the record and see what stage the opportunity is at.
  • Evaluation Criteria - Evaluate the rule criteria when a record is created.
  • Rule Criteria (Filters) - Runs the rule criteria if the following criteria are met (Status equals not started).
  • Immediate Actions - Field update: opportunity stage – Tour arranged.
  • Time-Dependent Actions - None.

Notify Broker of accepted lead

  • Object - Lead.
  • Description - Updates the 'broker updated' field in Lead to 'yes' and sends out an email to the broker confirming acceptance. This is useful in monitoring which leads have been sent from brokers and which ones have not. 
  • Evaluation Criteria - Evaluates the rulecriteria when a record is: created, and any time it’s edited tosubsequently meet criteria.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met (Broker status equals accepted) AND (Broker updated equals false).
  • Immediate Actions - Updates the 'brokerupdated'  field on the Lead record to 'yes' Emails alert: Sends thedefault leadDADI accept notification to broker contact.
  • Time-Dependent Actions - None.

Notify Broker Lead Rejected

  • Object - Lead.
  • Description - Sends an email alert to the broker when the  lead has been rejected, this way brokers know if their lead has been rejected.
  • Evaluation Criteria - Evaluates the rule criteria when a record is: created, and any time it’s edited to subsequently meet criteria.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met (LeadDADI lead equals true) AND (Broker status equals rejected).
  • Immediate Actions - Emails alert: sends default leadDADI REJECT/DEAD lead notification.
  • Time-Dependent Actions - None.

Stage Field Update – Toured

  • Object - Tour.
  • Description - Updates the opportunity status to 'Toured' when a tour has been completed. This shows on the opportunity so you can monitor which stage they are at.
  • Evaluation Criteria - Evaluates the rule criteria when a record is: edited.
  • Rule Criteria (Filters) - Run the rule if the following criteria are met (Status equals completed).
  • Immediate Actions - Field update: opportunity stage - toured.
  • Time-Dependent Actions - None.

Stage Field Update - Under Offer

  • Object - Licence.
  • Description - Updates the opportunity stage to 'under offer' when a license has been issued. This is useful as you gain an overview of which opportunities are progressing.
  • Evaluation Criteria - Evaluates the rule criteria when a record is: created, and any time it’s edited to subsequently meet criteria.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met  (Status filter equals issued).
  • Immediate Actions - Field update:  opportunity stage to 'under offer'.
  • Time-Dependent Actions - None.

Lead Field Update - neglected lead checkbox

  • Object - Lead.
  • Description - Updates the lead to a neglected lead when a lead is still new or open after 30 days. This function helps you understand which leads have not yet been contacted by your sales teams.
  • Evaluation Criteria - Evaluates the rulecriteria when a record is: created, and any time it’s edited to subsequently meet criteria.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met (Lead status equals new, open) AND Creation date greater or equal to TODAY-30).
  • Immediate Actions - None.
  • Time-Dependent Actions - 30 days after creation date update field: lead – neglected lead.

Lead Email Notification - neglected lead

  • Object - Lead.
  • Description - When a lead has been marked as neglected an email will be sent to the record owner, this allows them to take action and ensure no opportunity is missed.
  • Evaluation Criteria - Evaluates the rule criteria when a record is edited.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met (Neglected lead equals true) AND Lead status equals new, open).
  • Immediate Actions - Emails alert: recordowner neglected lead template.
  • Time-Dependent Actions - None.

Tour reminder

  • Object - Tour.
  • Description - Sends out an email alert to remind the prospect of the tour that has been booked.
  • Evaluation Criteria - Evaluates the rule criteria when a record is: created, and any time it’s edited to subsequently meet criteria.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met (Status equals not started).
  • Immediate Actions - None.
  • Time-Dependent Actions - 2 hours before start date/time email alert: tour reminder email to contact.

Lead - set initial task for lead owner

  • Object - Lead.
  • Description - Creates a task when a new lead is created for the record owner. Removes the need to search in system.
  • Evaluation Criteria - Evaluates the rulecriteria when a record is created.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met (Lead status equals new).
  • Immediate Actions - Creates a task: Subject: 'Please contact new lead', assigned to record owner.
  • Time-Dependent Actions - None.

Email notification of Licence end date

  • Object - Licence.
  • Description - Reminds record owners that licences are coming up for renewal ensuring a smooth renewal process.
  • Evaluation Criteria - Evaluates the rule criteria when a record is: created, and any time it’s edited to subsequently meet criteria.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met (Status filter equals activated) AND (Notice given equals false).
  • Immediate Actions - None.
  • Time-Dependent Actions - 30 days before term end date. Email alert: record owner licence expiry notification template.

Stage Field Update - Checked In

  • Object - Licence.
  • Description - Updates opportunity stage to checked in. Useful in reporting on closed opportunities and clients moved in.
  • Evaluation Criteria - Evaluates the rule criteria when a record is: created, and any time it’s edited to subsequently meet criteria.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met  (License status equals activated).
  • Immediate Actions - Field updated: opportunity stage – Checked in.
  • Time-Dependent Actions - None.

Products hidden from POS

  • Object - Product.
  • Description - Hides products from your PoS so that they cannot be accidentally ordered by customers. For example desks and offices which would go through a license.
  • Evaluation Criteria - Evaluates the rule criteria when a record is: created, and any time it’s edited to subsequently meet criteria.
  • Rule Criteria (Filters) - Runs the rule if the following criteria are met  (Record type equals desk, meetingroom, office) AND
    (Hide from point of sales equals false).
  • Immediate Actions - Updates field on the Product record page > 'Hide from point of sale', to 'Enabled'.
  • Time-Dependent Actions - None.
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