Each widget in workflow automation is created to make your business run smoother. Here is a quick rundown of what each of the blocks can do. To insert a widget into your workflow, click and drag it onto the grid and connect it to the other steps in order of your workflow.
You can use this widget to wait for a certain time or for a certain item to be completed. Options in wait for include: paid invoices, signed agreements, submitted forms, scheduled meetings, and completed projects.
This widget can create an automation based on if certain conditions are met. You can choose from almost all features to create a simple automation (like sending an invoice when a project is moved to complete) or a complex one from a form fill using several responses from the form to make decisions.
You can choose one condition or several conditions from the same category or multiple categories. If you add multiple conditions, you can choose whether your decision is based on all conditions being met ("and" operator) or just one of the conditions being met ("or" operator).
Name, address fields, phone, website, record type (prospect or client)
If the record time is prospect, send them a nurture campaign about who you are and why you're amazing.
Any field you create in your form. Be sure to enter the "Field ID" in your content blocks in your form to direct the automation to the correct place.
Set one or several threshold questions in your intake form to determine if this client is right for you. If they meet all of your conditions (using the "and" operator), start them in your onboarding process. If not, let them know other recommended freelancers that might be a better fit.
Number, status, dates, urls, currency, late fee, days past due, totals
If the days past due is greater than 60 days, send a different follow up email with a reminder of your legal terms.
Lead info (originally submitted from form or meeting scheduler)
Form name, name, email, phone, business name, address fields, source URL
If it has a certain form name, send a meeting schedule invite
Meeting name, location, start/end, duration, timezone, name, email, phone, cancel/change url
Send custom instructions if your meeting location is "Custom."
Name, stage, confidence, value, close dates, client/prospect information, any of your customized fields
If your opportunity is valued higher than a threshold amount and/or the opportunity stage is on hold, send an invitation to set up a meeting to answer questions
Name, start/due date, complete
Send a review email after a project is in the "complete" status
Name, date sent/signed, online URL, status
Send a reminder email or text a set amount of time after a proposal is in the sent" status
Pro tip: Keep in mind that all workflow automations begin based on an opportunity entering a stage. So you'll operate out of your sales pipeline stages to kick off any automation you create. If you are looking for an automation based on a feature (e.g. automatic invoicing or custom responses to meetings scheduled), you can find more in this article on common automations.
Sends an email from one of your email templates. You'll choose who to send the email from (teams plan), use tokens for who to send the email to, and add a CC if you'd like. You can also choose to edit your email template for all of these automated instances.
Sends from your chosen Hectic business phone number. You'll use tokens to choose who the text will send to from your contacts, form, or opportunity. Type in the text that you want to send to each automated instance and use the personalization tokens on the right.
Before you can send an invoice, you'll need to make sure that you've updated the opportunity in pipeline and added it to a client (either an existing client or created a new one).
You'll be able to choose your payment terms for the invoice and then add a line item from your product and service library. This is designed to be flexible. The unit label can be anything that makes sense for your business from a discovery session to a batch of cupcakes.
Use tokens for which email to send the invoice to and choose your email template from the dropdown.
Pro tip: If you want to create a deposit invoice from a proposal or contract, you can use the built in automation in agreements. If you want to create an automatic recurring invoice, use the built in automation in invoices.
Before you can send an agreement (quote, proposal, or contract), you'll need to make sure that you've updated the opportunity in pipeline and added it to a client (either an existing client or created a new one).
You'll choose one of the agreement templates you've created already. You'll be able to edit the template here for sending to everyone who enters this automation.
You'll add the to field using tokens and choose an email template to send with the agreement. Make sure your template includes the token for Proposal URL as your proposal will not be attached to the email otherwise.
Before you can create a project, you'll need to make sure that you've updated the opportunity in pipeline and added it to a client (either an existing client or created a new one). You'll also need to have a project template created.
Choose your template and (optionally) add a name for this project that will get added to any project created from this automation.
Pro tip: If you want to automatically create a project from a signed agreement, you can use the built in automation in agreements.
This will update and hold in any stage in your pipeline that you choose. This change in stage will not trigger a next event attached to it in the same workflow. If you'd like this stage to trigger an event, create an entirely new automation flow that is triggered by the opportunity entering a new stage.