In the process of serving your clients, there are a number of activities that are done over and over and over again.
ClientRock Workflows allow you to automate those repeatable interactions into workflows that then get managed through the ClientRock Portal to remind clients to complete actions, to allow them to have visibility into the state of work, and help you stay on top of where you are.
How to create a workflow
Your workflows can be managed from the workflows page in ClientRock. Let's go through the process of creating a workflow and allowing clients to kick off that process with Capabilities.
Step 1: Plan Your Process
The first thing you'll want to do when building a workflow is to map out the steps that make up the service you're trying to automate. Let's use the example of building a simple document or contract review workflow.
Here are those steps:
- First we need to collect the document to be reviewed. We probably also want to gather some additional information about the document like, additional context, specific concerns the client might have, etc.
- And once you've had a chance to review the document, you'll want to have a way of delivering that document, along with any commentary.
Obviously, this is the simplest case. For example, some folks will add additional rounds of review, but for now, let's focus on automating these two steps.
Step 2: Create Your Workflow
You can create your workflow by clicking the 'Add Workflow' button in the top right corner of the Workflows page. When you click the button, you'll be asked to choose a name. These names are client-visible, so choose a name that's client-friendly. "Document Review" or "Gather Family Information" might be good names, depending on your circumstance.
Step 3: Add Your Interactions
After you've created the workflow, click on it in the list to go to the workflow editor. You'll see a blank workflow with no interactions. Not very useful, right?
Let's add one interaction for each of our steps. (For an overview on interactions, click here.)
For the first step, we'll add a Form Request interaction to gather the file and any additional context. And for the second step, we'll add a Deliver File Interaction to actually get the file back to the client with feedback.
So go ahead and add those two interactions like so:
Step 4: Customize Your Interactions
Great! Now we have two steps in our workflow. But they're not quite ready for prime time yet. Let's customize those steps, starting with the Form Request Interaction.
As seen in the GIF below, first, we'll give the form a title. Next, we'll add the file upload field to get the file from the client, and finally, we'll add a text field to ask for any additional information from the client. You can get as granular as you want with the questions, just make sure there's a file upload field :-)
Now we want to set up the delivery of the file as well. So let's edit that interaction. There really isn't much to configure here. Just give the step a name. Here, we'll just call it "Reviewed Document." You could also call it "Finalized Document," "Completed Review," etc.
And that's it, we've created our document review workflow!
But what's the point of a automating a workflow if we can't start it? So let's do that.