Workflow Templates are a powerful way to manage your workflows, allowing you to automatically apply changes to all linked Leads and Jobs. This feature is designed to save you time and reduce manual work.
What is a Workflow Template?
A Workflow Template maintains a link to the Leads and Jobs it is applied to. This means that when you make a change to the template, those changes can be automatically applied to all linked workflows.
This guide explains how to use workflow templates to automatically update multiple Leads and Jobs at once.
Step 1: Edit a Workflow Template
Go to Settings > Workflow Templates.
Select a template of your choice and click "Edit".
A confirmation modal will appear, warning you that any changes will be saved separately and will affect all linked Leads and Jobs.
Step 2: Make Changes to the Workflow Template
Template name change: You can change the workflow template name by typing in the input field. The name change is instant.
Add a Task: Click the "Add" button at the top of the page or between tasks. Once saved and confirmed, the new task will be added to the template and all linked Leads and Jobs.
Duplicate a Task: Select a task and choose "Duplicate" from the action menu. Once you save the new task, it is added to the template and all linked Leads and Jobs.
Edit a Task: Select a task and click "Edit" from the action menu. Once you save and confirm, the changes are applied to the template and all linked Leads and Jobs.
Delete a Task: Select a task and choose "Delete" from the action menu. A confirmation window will appear, warning you that changes apply to all Leads and Jobs.
Drag and Drop a Task: Use the icon in front of a task to drag it to a new location. If the template is linked to Leads or Jobs, a confirmation window will appear. Once you confirm, the task is moved in the template as well as all linked Leads and Jobs.
Step 3: Monitor the Update Process
If changes were made in the workflow, a message will pop up on the upper right hand corner of the page.
Step 4: Check the Update Results
If for some reason there was some issue with updating any of the Leads or Jobs, you will be informed via the banner. You can check which Leads/Jobs were not updated.
The banner will be removed once you have reviewed the update results or if you started new changes in the Workflow Template.
Unlinking a Lead/Job from the Workflow Template
To keep the relation between Workflow in your Lead/Job and Workflow Template they should be exactly the same. If you make some changes to the Workflow of a Lead/Job, this would unlink it from the Workflow Template.
Once unlinked, any changes you make in the Workflow Template will no longer affect this unlinked Lead/Job.
Actions that will unlink a Lead/Job from the Workflow Template:
Adding a task/event
Removing a task/event
Actions that will not unlink a Lead/Job from the Workflow Template:
Renaming a task/event
Updating the date/time of a task/event
Relinking a Lead/Job to the Workflow Template
If you want to restore the relation between Workflow Template and Lead/Job so that future changes you make to the Workflow Template will once again affect that Lead/Job, you can do the following:
Go to the Lead/Job you want to reconnect;
Click “Edit Lead/Job” button.
Once the window opens, click the “Relink” Button below the “Choose the Workflow Template” dropdown.
4. Click “Relink Workflow” once you are confident you want to relink Lead/Job to the
selected Workflow Template.
5. Click “Save Lead/Job” button to confirm relinking. You have to complete this step in order for the Lead/Job to be relinked to the Workflow Template.
Done! Now you can make changes to the Workflow Template and they will apply to all its linked Leads and Jobs.
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