In ZipperAgent, workflows function like action plans. You will build out the steps that you follow while you go through a transaction. You can create multiple different templates based on if it is a buyer, seller, or rental transaction.
To begin creating your templates, you will go to the settings wheel at the top right hand corner and choose Admin.
From the admin panel, you will choose Configuration under Workflow.
In the configuration page, you will see a few templates that have been preloaded into the system. You can use these as a basis to work off of or create your own.
When you create your own template, it will ask you which type of transaction you are creating. You will choose Buyer, Listing, or Rental.
Once you select, it will open up an edit template page. Here is where you will add the name of the Workflow. For example, if you want to build a template that you are going to use for Single Family Home purchases only, you can name it “Steps for Single Family Purchase.” Other examples include “Summer Home” or “Investment Property.”
You will name the Template and then select the stages on the left hand side that you want to use to segment your steps. The stages that you select with the + icon are going to move up to the top and turn white. You can drag and drop the stages if you wish to rearrange the order.
You will start on the first step and begin building the steps that you need to complete for any transaction that will follow this template. Keep in mind, when you are building these templates, this is not just for one specific transaction. In this use case, you are going to use this Buyer template for every buyer lead that is looking to purchase a Single Family Home.
This is where you will begin to build the steps out. The pink number in the top left corner is going to be the counter of how many days this workflow is going to run. Below you will set the timeframe of when the steps will trigger. This first step is set to go out immediately because the timeframe is set at 0 days. To the right of the time settings, you will see where you choose the type of activity. You can choose between:
- Email - Which can be automatically sent out where you will choose a template or manual.
- Document - You can designate a step for an upload of a specific document
- Call - Set a reminder to give the client a call about some specific matter
- SMS Text - Just like email, this can be a manual reminder to send a text or automatic with a template.
- Decision - This is typically used at the end of a stage. This can be used if you want to skip an entire stage based on something that has happened. For example, if you have a stage for View Homes, Offer, Counteroffer, and Closed, you could put a decision at the end of Offer to skip right to Closed if it is accepted.
- Task - Functions as a simple reminder for you to do something such as pick up a gift or print out paperwork.
- Meeting - You can set up a reminder for a meeting between you and whomever is required.
- Checklist - Allows you to put a list of items to complete
Once you have built your first step, you can move to number two. You will decide how long after step one you want this to go out. Below you will see it is currently set to go out 1 day after the first step is completed. As you continue to build steps, the pink counter will go up in accordance with the time you have set.
You can always go back in and edit the template at any time if you have new steps to add or old steps to remove.
When you are ready to kick off a transaction with a client, you will go to the Buyer Leads page and find the client you are ready to work with.
You will then click on Start a Transaction in the right corner.
This will bring up a box that shows all active workflow templates to choose from. You will select which one best represents the transaction you are doing.
The “Start a Transaction Button” will now become “Go To Transaction”
Going to the Transaction will bring you into the Workflow View Page. This is where you can perform steps and add all information relevant to this contact’s specific transaction. You can also get to this view by going to the Activities menu and selecting Workflow Activities.