Overview
The SalesExec Sales Workflow provides a streamlined and visual way to manage leads throughout the sales process. The redesigned workflow replaces the previous, more complex workflow model with a Kanban-style interface that emphasizes clarity, usability, and efficiency.
This workflow is built around three core components: buckets, statuses, and actions. Together, these elements allow administrators to define how leads move through the sales pipeline, how they are categorized at each stage, and what actions users can take as they work leads. Proper configuration of workflows and statuses ensures consistent lead handling, accurate reporting, and a smoother experience for sales teams.
Key Functionality
The Sales Workflow is accessed from the SalesExec settings and is designed to visually represent the sales pipeline using columns and cards.
Buckets (Columns)
Buckets represent the highest-level stages of the sales process and appear as columns on the Kanban board. Examples include New Leads, Processing, Sold, and Dead. Buckets provide a clear visual snapshot of where leads sit within the overall pipeline.
Statuses
Statuses are subcategories within each bucket. Every bucket must contain at least one status, and most contain several. Statuses define a lead’s exact position within a bucket, such as Contact Attempted, Contacted, Pending, Not Interested, or Sold.
Actions
Actions are the dispositions users apply to leads to move them through the workflow. Actions determine what happens when a user interacts with a lead and can trigger operational changes such as updating statuses, sending communications, or transferring leads. Actions are organized into categories to keep them manageable and easy to find.
How to Use This Feature -Understanding Your Workflow
To access the new workflow:
Navigate to the SalesExec dashboard and click "More."
Select "Settings" from the drop-down menu.
Choose "Sales Workflow" from the menu.
Explore the redesigned interface and familiarize yourself with the new layout and features.
Step: Title and Description
Title: The title should clearly reflect the workflow’s purpose.
Description: Provide a brief overview of what the workflow entails.
Example:
Title: "Lead Management Workflow"
Description: "A workflow designed to manage leads from initial contact to sale closure."
2. Step: Workflow Components
Buckets: Broad categories representing key stages in your sales process (e.g., New Leads, Processing, Sold, Dead), now displayed as columns on the Kanban board. These buckets/columns, help segment leads based on their current status in the sales pipeline, providing a clear visual representation of their progress.
Statuses: They are subcategories for leads. Each bucket/column contains at least one status, but usually, multiple statuses. These statuses help define and track where a lead is within your sales workflow. (e.g., contact attempted, contacted, pending, not interested, sold)
Actions: Dispositions available to move a lead through your workflow. Each action has its own set of operations to configure (e.g., Contact Made, Left Voicemail, Scheduled Callback). Actions are organized into categories to help streamline the actions your sales team needs to take when managing leads. For example, a category like "Contact Attempt" might include actions such as "No Answer," "Left Message," and "Left Voicemail."
Setting Up and Managing Your Workflow
Step: Add a new status: On the workflow page, click the “new status” icon at the bottom of the bucket/column.
Step: Review or modify statuses and actions: Click the edit icon next to the relevant Status to make changes.
Step: Add an action to a status:
Navigate to the Status tab and select add action.
Choose from existing categories or enter a new action name.
Click save action. The page will refresh, and the new action will be listed at the top. Use the gear icon to configure the action settings.
To add a new “status” select on the “new status” icon at the bottom of the bucket/column.
To review or modify statuses and actions, simply click the edit icon next to the relevant Status.
The next step is to add an action to a status, navigate to the status tab, and select add action. Choose from the available categories or enter a new action name, then click save action. The page will refresh, and the new action will appear at the top of the list. Click the gear icon to configure the action as needed.
Customizing Actions
Actions can be customized with a range of operations, enabling you to perform various tasks with leads. These tasks include moving leads between statuses or workflows, scheduling appointments, sending emails or SMS templates, transferring or returning leads, applying nurture strategies, flagging leads, and more. Each operation helps streamline and manage your lead-handling process efficiently.
These help streamline lead management and can be customized with a variety of operations:
Change Status or Workflow: Move a lead to a different status within the same or a new bucket/column.
Contact Attempted + Made: Mark a lead as contacted, influencing response time metrics.
Add Appointment: Schedule an appointment for yourself or others.
Send Email Template: Send a pre-configured email to a lead.
Set Email Nurture Strategy: Apply a pre-existing nurture strategy to a lead.
Transfer Lead: Move a lead to another user or branch, or use distribution options if available.
Return Lead: Remove a lead from the Lead Manager screen, often used for flagged leads.
Release Pull: Adjust lead pull timings in distribution strategies.
Add Do Not Contact List: Mark a lead as not to be contacted.
Mark Favorite Lead: Flag a lead as a favorite for easier access.
Remove From Nurture: Discontinue any applied nurture strategy.
Close Lead: Mark a lead as closed for reporting purposes.
Web Request: Perform an HTTP Post for lead transfers between records or accounts.
Send SMS Template: Send a predefined text message to a lead.
Add Note: Add or pre-fill a note for a lead.
Tips and Recommendations
Best Practices: Regularly review and update your workflow to ensure it aligns with your sales strategy and processes.
Consistency: Ensure that all team members understand and follow the workflow to maintain consistency in lead management.
Customization: Tailor actions and statuses to fit your specific sales needs, improving efficiency and tracking.
Troubleshooting Common Issues
Issue: Unable to add a new status or action.
Solution: Verify that you have the necessary permissions to make changes. Check for any system errors or restrictions in your workflow settings.
Issue: Actions are not appearing in the list.
Solution: Ensure that actions are saved correctly. Refresh the page or check if any filters are applied that might be hiding the actions.
Issue: Incorrect lead status or workflow changes.
Solution: Review the workflow configuration for errors. Ensure that the actions and statuses are correctly set up and applied to the right buckets/columns.
Wrapping Up the Workflow
Now that you know the benefits and how to use the New Workflow, you can take full advantage of its features to transform your sales process. This user-friendly model significantly improves workflow efficiency and simplifies lead management. By adopting the New Workflow, you'll achieve a more streamlined and productive sales operation, resulting in an enhanced overall user experience.
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