Creating and Using 3rd Party Note Workflows

This article provides a comprehensive guide on how to create and use 3rd party workflows in BigChange Notes These workflows, attached to a note, can be utilised for various purposes, including enquiries.

To create a note workflow, follow these steps:

• Navigate: Profile icon > Admin settings > Contacts & notes [side menu] > Note Workflows
  Add a new Workflow. Your completed Workflow may look something like this:

Creating a Note Type for a 3rd Party Note Workflow

To create a note type, follow these steps:

• Navigate: Profile icon > Admin settings > [Contacts & notes] Note types > Add
• Ensure that you select the note workflow that you created in the previous steps from the drop-down menu in the Default workflow field.
• Select "Ok" to save.

Creating a Template for your 3rd Party Note Workflow

To create a template, follow these steps:

• Navigate: Profile icon > Admin settings > [side menu] Account > Templates
• Once your template is complete, select "Save & Close"

• Re-open the template you have just created, select the Usage tab, followed the Add icon at the bottom of the form. Select "Email" as the Default format and Alert – Email as the Type. Select Save.

Create an Alert for your 3rd Party Note Workflow

To create an alert, follow these steps:

• Select "Alerts" from the top menu in BigChange, followed by "Create a new alert"
• Complete the form, ensuring that you select the Template that you created in the previous step from the drop-down menu, in the Email body template field.

Using the Note Type for your 3rd Party Note Workflow

When the note type you have created is used, your resource will complete the Workflow in the Note.

The customer will automatically receive an email containing the agreed information.

When they select the link in the email, they will be taken to a confirmation form.

Once they have completed and saved it, a copy of their response will appear at the top of the Notes Workflow.

Creating and using 3rd party workflows in BigChange can streamline your processes and improve customer interaction. By following the steps outlined in this guide, you can effectively create a note workflow, note type, template, and alert. This will enable your customers to receive automatic emails and provide their responses, enhancing your service delivery.