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Workflow FAQ and Set Up Guide

Last Updated: Oct 17, 2017 04:58PM PDT

Workflows allow you to automate tasks in your project's lifecycle so you don't have to. Just create a workflow and let HoneyBook do all the work!
 

  1. Setting up your workflow
  2. Triggers
  3. Tasks
  4. Sending Email
  5. Sending Brochures
  6. Sending Questionnaires
  7. Attach workflows to your Contact Form for full automation
  8. Apply a workflow to a project
  9. Tasks in your project
  10. Filtering tasks​
  11. Workflow “Full View”
  12. Task Management tool

 

 Setting up your workflow

1. Go to Tools > Workflows.
 
2. Within workflow setup, you can create as many workflow templates as you’d like. Start by clicking “Create Workflow”.

3. Name your workflow--this will make it easy to find when you are adding it to a specific project.

4. From there, you’ll want to choose the first action in your sequence. You can choose from sending an email, brochure, or questionnaire, or creating a task for yourself. We’ll walk you through how to set up each one below.


Triggers

We’ve made it easy for you to make sure that each step of your workflow happens exactly when you want it to.

 

You can select the number of days:

  • After activating workflow
  • Before project date
  • After project date
  • After previous step is complete



Tasks

Tasks allow you to keep track of all of your to-do’s and customize them for your unique workflow. When you create a task, you can edit the task itself, how many days into the workflow you need to complete this task, and at what stage to complete this task. Done and done!

 

PROTIP: Never forget to follow-up again! You’ll get a notification in your task list reminding you on the day your tasks are due.

 

Send Email

Communication is key in building your client relationships, so we’ve made it easy with the ability to send your email template automatically in your workflow.

 

When adding emails into your workflow, you can select:

  • The email template being sent.
  • What stage in the workflow will trigger your email.
  • Whether or not this email will require approval before sending.
 



 

Send Brochure

Add a brochure to your workflow and we’ll automatically send your brochures for you (unless you want to approve it first, of course!).

 

You can customize a few different things:

  • The brochure template you want to send.
  • At what stage in the workflow you want the timing to be triggered.
  • Whether or not this email will require approval before sending.
 

 


Send Questionnaire

Add a questionnaire to your workflow and we’ll automatically send your questionnaires for you (unless you want to approve it first, of course!)

 

You can customize a few different things:

  • The questionnaire template you want to send.
  • The number of days into your workflow you want this to occur.
  • At what stage in the workflow you want the timing to be triggered.
  • Whether or not this email and file will require approval before sending.
 

 

Attach workflows to your Contact Form for full automation

Now that your workflow is all set up, you can attach them to your Contact Form so incoming inquiries will automatically get assigned a Workflow based on project type.
 

 

For example, a birthday party inquiry could trigger a “birthday” Workflow while a wedding inquiry could trigger a “wedding” Workflow. Which means tailored responses for your clients and less work for you—talk about a win-win.

 

To assign these specific workflows to your Contact Form, you just need to add “project type” as an option on your contact form and then assign a different Workflow template to each type of project in the Workflow setup area.

 

PROTIP: When you selectDefault workflow”, all of your contact form inquiries will be assigned the same Workflow.

 


Apply a workflow to a project

Now that your workflow is all set up, let’s incorporate it into your projects. Click “Apply workflow” located on the right side of the page from within the workspace. This will take you to a list of your workflows. You’ll be able to select the workflow that you want to add to this specific project.



Tasks in your project

All your tasks for one project in one place-- you’ll see your manual tasks, workflow tasks and workflow approvals here!

If you checked off “approve before sending”, the approval will show up as a task on the day that your email/brochure/questionnaire should send according to your workflow. When you check this task off, your email/brochure/questionnaire.
You can also view all Tasks by clicking on the Tools tab and selecting Task.

 

Filtering tasks
 

We know you’ve got a lot to do, so we’ve made it easy to filter your tasks by when they are due, approvals and completed tasks-- all within the project you’re working on!


Workflow “Full View”

Hitting “Full view” will allow you to see every step in your workflow for that project. Keep in mind that, for now, steps within this workflow are triggered according to how they were set in templates and may be out of order once you apply them to a particular project. You can remove any steps that are no longer relevant or in the incorrect order.

Steps in gray are in the future, white and checked off are in the present, and orange if they are overdue.

 

Task Management tool

See every task and approval across all of your projects in one place with the task management tool.

 

Never forget an approval or a step in your workflow again. We’ll give you a notification in your task management tool when you have a new task or approval due that day.

 

If you click on the “Workflow” column in the task management tool, you’ll be able to sort your tasks by manual tasks/approvals and workflow tasks/approvals.


 

Contact Us

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