Workflows in 17hats consist of three different types of items. "To Do" items, "Action" items, and "Pause" items.
To-Do Items are items you want to appear on your calendar. These are also items that can send something automatically upon checking it off (ie: A follow-up lead email, that you want to make sure is needed before auto-sending).
To-dos are also great if you'd like certain reminders to be sent only after confirming something has been done. or that it's needed. (Ie: Confirm Address and Company name have been added to contact record / Send Contract). This will allow you to review the first to-do, then upon checking it off, the contract can either be sent automatically, or you can review it and send it.
A "To Do" Item can also be anything you need to remember to do during your process that can not be done from within 17hats. These could be things like calling your client, putting something in the mail, or backing up your project files.
Action items in 17hats are great to use when certain templates need to be added/or auto-sent at any point during the lead/client process. These are things that 17hats can send such as emails, questionnaires, quotes, invoices, or contracts**.
It is important to note that these items will not appear on your calendar, but they will appear on your overview screen:
**Note: Action items create the template that you select, therefore items such as Quote Reminders, Invoice Reminders, Contract Reminders, or Questionnaire Reminders, cannot be automated within the workflow itself, as these document emails will create/link to a new document (not the original that needs the reminder). We suggest setting up a To-Do for these types of reminders, so that you can go ahead and navigate to your document and hit "send reminder" selecting the email template, and sending.
The workflow will not continue, after the "Pause" item, until you tell it to continue (by checking it off). You can have as many "Pause" items in your workflow as you'd like. Similar to action items, these will not appear on your calendar as items you need to check off, however they will appear on your workflow tab, and under "Things to Do".
Since they do not appear on your calendar, Pauses are great to use for the project or session date, as well as any other appointments. that you need to wait to be complete before moving on in your workflow.
Another example of a "Pause" item would be if you have an inquiry stage in your workflow, you may want to stop after that stage and ensure the client is a good fit. If they are, you can check off the "Pause" item and the workflow will continue. If the client is not a good fit, the "Pause" item would not be checked and nothing else would happen in that instance of the workflow.
KeyWord Search - Workflow, Action Item, Pause Item, To Do Item