Creating and Managing Note Workflows

Note Workflows in BigChange are a powerful tool that allows users to attach detailed information to Notes, including questions with conditional branching responses. Unlike Custom Fields, which are static and always displayed, Workflows can be tailored to specific Note types and conditions.

This article will guide you through the process of creating and managing Note Workflows in BigChange.

Accessing Note Workflows

Go to Account Settings.
Select Settings.
In the side menu, select Contacts & notes.
Select Note workflows.

Note WF 1.png

Creating or Selecting a Workflow Group

Select a Group or All from the drop-down menu to apply the Workflow.
Alternatively, select Add to create a new Workflow.
Use the Search box to find the desired Group if there are many options.
Status - Filter between live workflows or those that have been archived.

Note WF 2.png

Building a Note Workflow

Adding Questions and Conditional Branching

Add as many questions as needed.
Link questions through conditional branching where appropriate.
Select the method of response expected (e.g., date, text).
Determine if the question is mandatory.
Decide if the question should appear on the standard note card.
Specify default and at-risk answers.

Note WF 3.png

Completing the Workflow Popup

Name the Workflow.
Attribute it to a Group.
Decide when a Web User needs to complete the Workflow (e.g., before completing).
Determine when it needs to be completed on the Booking Site (e.g., after a customer receives an email prompt).

Note WF 4.png

Managing Workflows

Options After Saving a Workflow

From the workflow list view you can select any workflow and do the following actions:

Duplicate: Make an exact copy of the Workflow.

Note WF 5.png

Lock: Restrict changes to the user who locked it.

Note WF 6.png

Archive: Allows to archive it and remove from list without deleting it completly. This can be restored back to live if needs be.

Note WF 7.png

Delete: Remove the Workflow.

Note WF 9.png

Attributing Workflows to Note Types

Navigate to: Account settings icon.
Settings
From the side menu, select Contacts & notes.
Note types.
- Select a Note Type(s) and attribute your new Workflow to it.
- The Workflow will appear by default whenever that Note Type is used.

Note WF 10.png

Viewing and Using Workflows

To view note workflows, navigate to:

CRM in the top menu.
NOTES in the side menu.
Using the filters, find the note you require.
Select edit.
- Select the Workflow tab
- Here you will see the question and answers.

Note WF 11.png

Conclusion

Creating and managing Note Workflows in BigChange allows for detailed and dynamic information gathering within Notes. By following the steps outlined in this article, you can effectively set up and utilise Workflows to enhance your Note-taking process. Start creating your Note Workflows today to streamline your operations and improve data collection.