# Workflows Workflows are customizable sales pipelines that match your business process. Create unlimited workflows with custom stages, drag-and-drop organization, and powerful filtering to manage every project from lead to completion. ## What Are Workflows? Workflows are visual pipelines that organize your solar projects by stage. Each workflow contains multiple stages representing steps in your process. **Examples:** - **Residential Pipeline** - Lead → Qualified → Site Visit → Quoted → Negotiating → Signed → Installed - **Commercial Pipeline** - Inquiry → RFP → Design → Proposal → Contract → Engineering → Construction → Complete - **Referral Pipeline** - Referral Received → Contacted → Qualified → Quote Sent → Closed ## Why Use Workflows? ### Organization - **Visual Pipeline** - See all projects at a glance - **Stage Clarity** - Know exactly where each project stands - **Team Alignment** - Everyone sees the same view - **Process Standardization** - Consistent approach across team ### Efficiency - **Drag & Drop** - Move projects between stages instantly - **Bulk Actions** - Update multiple projects at once - **Quick Filters** - Find projects instantly - **Custom Views** - Show only what matters ### Analytics - **Conversion Tracking** - See where projects stall - **Pipeline Value** - Total dollar value by stage - **Time in Stage** - Identify bottlenecks - **Win/Loss Rates** - Track success rates ## Creating Workflows ### Create Your First Workflow 1. Navigate to **Workflows** from the main menu 2. Click **New Workflow** 3. Enter workflow details: - **Name** - e.g., "Residential Solar Pipeline" - **Description** - Optional description - **Color** - Visual identifier (optional) 4. Click **Create** ### Default vs. Custom Workflows **Default Workflow:** - Automatically assigned to new projects - Set in Company Settings - Can be changed anytime **Custom Workflows:** - Create for specific project types - Assign manually or via automation - Unlimited workflows per account ## Managing Stages Stages are the steps within a workflow. Create as many as you need. ### Creating Stages 1. Open a workflow 2. Click **Add Stage** or **+** 3. Enter stage details: - **Stage Name** - e.g., "Site Visit Scheduled" - **Description** - What this stage means - **Color** - Visual indicator - **Order** - Position in pipeline 4. Click **Save** ### Common Stage Examples **Early Stages:** - New Lead - Qualified - Contacted - Site Visit Scheduled - Site Visit Complete **Middle Stages:** - Designing System - Quote Prepared - Quote Sent - Following Up - Negotiating - Proposal Updated **Late Stages:** - Contract Signed - Permits Submitted - Permits Approved - Installation Scheduled - Installation Complete - System Activated **Terminal Stages:** - Won/Closed - Lost/Dead - On Hold - Cancelled ### Reordering Stages **Drag & Drop:** 1. Click and hold stage header 2. Drag left or right 3. Drop in new position 4. Order saves automatically **Manual Order:** 1. Click stage settings 2. Enter position number 3. Save changes ### Editing Stages 1. Click stage settings icon (⚙️) 2. Modify any field 3. Click **Save** 4. Projects in stage unaffected ### Deleting Stages 1. Click stage settings icon 2. Select **Delete Stage** 3. Choose what to do with projects: - Move to another stage - Move to another workflow - Delete projects (careful!) 4. Confirm deletion > **Warning:** Deleting a stage cannot be undone. Projects must be moved first. ## Working with Projects in Workflows ### Kanban View Visual board showing projects as cards in columns (stages). **Features:** - **Card Preview** - See key project info - **Drag & Drop** - Move between stages - **Quick Actions** - Click card for details - **Color Coding** - Visual indicators - **Stage Counts** - Number of projects per stage **Customizing Kanban Cards:** Choose what information displays on cards: 1. Click **View Options** or **⚙️** 2. Select fields to display: - Customer name - System size (kW) - Project value - Assigned team member - Due date - Last activity - Custom fields 3. Cards update instantly **Card Actions:** - **Click** - Open project details - **Drag** - Move to different stage - **Right-click** - Quick actions menu - **Hover** - Preview details ### Spreadsheet View Table view with sortable, filterable columns. **Features:** - **All Data Visible** - See multiple fields at once - **Sorting** - Click column headers - **Filtering** - Advanced filters - **Bulk Selection** - Select multiple rows - **Export** - Download to CSV/Excel - **Custom Columns** - Choose what to show **Customizing Spreadsheet Columns:** 1. Click **Columns** button 2. Select columns to display: - Customer Info (name, email, phone) - Project Details (status, value, size) - Dates (created, updated, due) - Team (assigned to, created by) - Financial (value, paid, outstanding) - Custom Fields 3. Drag to reorder columns 4. Set column widths 5. Save view **Spreadsheet Actions:** - **Click row** - Open project - **Sort** - Click column header - **Filter** - Use filter controls - **Multi-select** - Checkbox selection - **Bulk actions** - Apply to selected ### Switching Views Toggle between Kanban and Spreadsheet: - Click **Kanban** or **Spreadsheet** tab - Keyboard: `K` for Kanban, `S` for Spreadsheet - View preference saves per workflow ## Moving Projects Between Stages ### Drag & Drop (Kanban) 1. Click and hold project card 2. Drag to destination stage 3. Drop to move 4. Stage automatically updates 5. Activity logged ### Bulk Move Move multiple projects at once: 1. **Select Projects:** - Kanban: Hold Shift, click multiple cards - Spreadsheet: Check boxes 2. **Choose Action:** - Click **Bulk Actions** - Select **Move to Stage** 3. **Select Destination:** - Choose stage - Choose workflow (if moving workflows) 4. **Confirm:** - Review selection - Click **Move** - All projects update ### Move All Projects from Stage Move entire stage to another: 1. Click stage settings (⚙️) 2. Select **Move All Projects** 3. Choose destination stage/workflow 4. Confirm 5. All projects move at once ### Move Between Workflows Transfer projects to different workflow: 1. Open project details 2. Click **Change Workflow** 3. Select destination workflow 4. Select destination stage 5. Save changes **Or Bulk Move:** 1. Select multiple projects 2. Bulk Actions → **Change Workflow** 3. Select workflow and stage 4. Confirm ## Searching and Filtering ### Quick Search Search bar at top of workflow: - Search by customer name - Search by project name - Search by location - Search by system size - Instant results as you type ### Advanced Filters Filter projects by multiple criteria: **Filter Options:** - **Customer Name** - Specific client - **Assigned To** - Team member - **Date Range** - Created, updated, due dates - **Project Value** - Dollar amount ranges - **System Size** - kW ranges - **Tags/Labels** - Custom tags - **Custom Fields** - Any custom data **Using Filters:** 1. Click **Filter** button 2. Add filter criteria 3. Combine multiple filters (AND/OR logic) 4. Results update live 5. Save filter as view ### Saved Views Create reusable filtered views: 1. Set up filters 2. Click **Save View** 3. Name the view 4. Choose visibility (personal or team) 5. Access from Views dropdown **Example Saved Views:** - "My High-Value Projects" - Assigned to me, >$30k - "Stalled Leads" - In lead stage >30 days - "This Week's Installs" - Install stage, this week - "Urgent Follow-ups" - Due this week ### Sorting **Kanban Sort:** - Within each stage column - By date, value, name, etc. - Drag manually to override **Spreadsheet Sort:** - Click any column header - Ascending/descending toggle - Multi-column sort (Shift+click) ## Workflow Analytics ### Pipeline Metrics **Stage Analytics:** - Number of projects per stage - Average time in each stage - Conversion rate to next stage - Drop-off rates **Financial Metrics:** - Total pipeline value - Value per stage - Average project value - Won revenue vs. pipeline **Time Metrics:** - Average sales cycle length - Time in each stage - Fastest/slowest projects - Bottleneck identification ### Workflow Reports Generate reports for: - Monthly pipeline health - Win/loss analysis - Team performance - Conversion funnels - Revenue forecasting ## Best Practices ### Workflow Design **Keep Stages Clear:** - ✅ "Site Visit Scheduled" (specific, actionable) - ❌ "In Progress" (vague, unclear) **Logical Flow:** - Stages should progress naturally - Clear entry/exit criteria - No skipping stages when possible **Not Too Many:** - 5-10 stages ideal for most workflows - Too few = not enough visibility - Too many = overwhelming, unused **Not Too Few:** - Minimum 4-5 stages - Enough to track progress - Identify where projects stall ### Stage Movement **Update Promptly:** - Move projects when status changes - Don't let stages become stale - Accurate pipeline view = better decisions **Document Why:** - Add notes when moving - Especially for losses - Build knowledge base **Automate When Possible:** - Set up triggers for common moves - E.g., Quote sent → automatically to "Quote Sent" stage - Reduce manual updates ### Team Workflow **Assign Ownership:** - Each project has owner - Clear responsibility - Accountability **Regular Reviews:** - Weekly pipeline review - Identify stalled projects - Distribute workload **Consistent Usage:** - Team uses same workflow - Standard definitions - Regular training ## Multiple Workflows Strategy ### When to Use Multiple Workflows **Different Sales Processes:** - Residential vs. Commercial - New customers vs. Existing customers - Direct sales vs. Partnerships **Different Project Types:** - Solar installations - Battery additions - Maintenance contracts - Referral management **Different Teams:** - Sales team workflow - Installation team workflow - Support team workflow ### Managing Multiple Workflows **Clear Naming:** - Descriptive workflow names - Consistent naming convention - Easy to identify at a glance **Default Assignments:** - Route projects automatically - Based on criteria (value, type, etc.) - Reduce manual assignment **Cross-Workflow Views:** - Dashboard showing all workflows - Filter across workflows - Unified search ## Workflow Automation ### Stage-Based Triggers Set actions when projects move: **Automatic Tasks:** - Enter "Site Visit" → Create site visit task - Enter "Quote Sent" → Create follow-up task (3 days) - Enter "Contract Signed" → Create permit task **Notifications:** - Project moved → Notify owner - Project stalled → Notify manager - High-value project → Notify sales lead **Field Updates:** - Enter "Signed" → Update contract date - Enter "Lost" → Record loss reason - Stage change → Update project status field ## Troubleshooting ### Projects Not Moving **Check Permissions:** - Do you have edit access? - Workflow locked? **Try Alternative:** - Use project details page - Use bulk move - Refresh browser ### Stages Not Reordering **Drag & Drop Issues:** - Ensure clicking stage header - Try manual order numbers - Clear browser cache ### Filter Not Working **Common Issues:** - Clear conflicting filters - Check date ranges - Verify field values exist ### Missing Projects **Check Filters:** - Clear all filters - Switch to "All Projects" view - Search by customer name --- **Next:** Learn about [[Tasks]] for managing action items and deadlines across your pipeline.