Learn how to build a custom workflow from scratch by connecting a series of triggers and events. You can use the same skills to edit an existing workflow in the BrokerEngine library.
A trigger is an action that causes one or more events to start. On the BrokerEngine platform, a trigger is the movement of a card from one stage to another. For example, if a user moves a card into Stage Settlement (the trigger), BrokerEngine automatically launches a series of emails and creates team tasks.
Contents
Prerequisites
Opening a blank workflow template
Click the account icon (with your initials) in the bottom corner of the left menu.
Select Settings > Workflow > Workflow Templates.
Click the New button.
Creating a workflow
Selecting a trigger
The first step is to name the workflow and select a trigger. In this example, we create a workflow that triggers when a deal moves into Stage 14 (settlement booked).
Go to the Name field and enter a unique name for the workflow.
Best practice
Add the stage number to the workflow name. Locating a specific workflow on the Workflow Templates page is much easier if you search by stage number.
Next, select a trigger. Click the first field and make sure Deal Stage Enters is enabled. Go to the next field, scroll through the list, and select a stage on the drop-down menu.
You can add trigger conditions to a workflow. Click here to learn more.
The checkbox next to Cancel pending workflow steps on Stage Exit is optional.
If checked, BrokerEngine automatically terminates the workflow when the card moves to a different stage. This feature is useful when, for instance, you have a lead follow-up workflow. When the lead card moves to a different stage (e.g. hold a call or request documents), there is no need to continue sending lead generation messages.
If not checked, BrokerEngine runs the entire workflow from start to finish after the initial trigger fires, even if the card moves into a different stage. In some instances, you might want the workflow to run the full course. For instance, you have an end-of-deal workflow that sends multiple pre-built messages to congratulate the client and ask for a referral or testimonial. Even if the card moves to another stage, you probably want BrokerEngine to send those requests to the client.
Adding a step
A step is the action you want to happen after a workflow trigger fires (e.g. send an email template, create a task, attach a tag, etc.) You can add multiple steps to a workflow trigger. The range of possible actions that you can build into a single custom workflow is really quite impressive.
Click Add Step and select an action on the drop-down menu. There are 10+ choices, including a custom option. Each option displays a different card and configuration settings.
In this example, we want to send the client an email template to congratulate them on the final settlement.
Click the Step Type field and select Email.
Click the template fields and select a template. Optionally, click the three-dot icon to read and edit the template or create a new template with merge fields.
Attach a document to the email. (optional)
Click the Send Option and select Email Template Recipients.
If you select Email Template Recipients, BrokerEngine looks for the recipients listed in the email template. It's a good idea to open the template and verify and update the names in the To field. Click the field to add users or enter a hard email address (e.g. john@yopmail.com).
Saving and publishing the workflow
The workflow now has one trigger and one action. Click the Save button to keep the changes. Switch on the Publish toggle to enable the workflow. Switch off the Publish toggle to stop the automation and edit the workflow.
Adding steps
You can attach any number of steps to a single workflow. You can also add a delay so that multiple actions don't happen at the same time.
In the example below, we add a 3-day delay and then send the client an email template asking for a testimonial.
Click the plus (+) icon at the bottom of the last workflow card.
Select Delay on the menu.
Select Period of Time and enter the number of calendar (or business) days.
Click the plus (+) icon and select Email on the menu.
Click the template field and select Testimonial Request.
Click the three-dot icon to open the template and verify the name in the To field. (optional but recommended)
Click the Send Option field and select Email Template Recipients.
Click Save and then publish the workflow.
