Creating and Using 3rd Party Workflows in BigChange

Understanding 3rd Party Workflows in BigChange

3rd party workflows in BigChange are designed to enhance customer interaction and streamline processes.
These workflows can be attached to notes for various purposes, such as handling enquiries.
3rd party note workflows function by integrating with the Booking site, enabling users to create web forms from a Note in the form of a note workflow.
These workflows links that can be included in an email via templates, allowing customers to fill out the form via the provided URL.
Additionally, web users within BigChange can access these forms through notes.

In this article, we will explore a common scenario of customer enquiry as an example.

Example

Booking a skip enquiry.

Creating a Note Workflow

Navigate to Account settings
Select Settings.
Select Contacts & notes in the side menu.
Select Note Workflows.
Add a new Workflow.

Your completed Workflow should be tailored to your specific needs. Please refer to the Note workflow article.

Make sure you set the 'Completion time on booking site' to Before completing otherwise the workflow on booking site URL will not work.

EXAMPLE 1

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Creating a Note Type for a 3rd Party Note Workflow

Select Contacts & notes in the side menu.
Select Note types.
Select Add to create a new note type. Please refer to separate article in Note types.
Choose the note workflow you created earlier from the Default workflow drop-down menu.
Select Ok to save your new note type.

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Creating a Template for Your 3rd Party Note Workflow

Navigate to Account settings
Select Settings.
Select Account in the side menu
Select Templates
Select Add to create a template (such as an enquiry email)
Compose your email.

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Add the "Workflow link" keyword in the template to allow customer access to the workflow.

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Once the template is complete, select "Save & Close".
Re-open the template, select the "Usage" tab.
Select the "Add" icon at the bottom of the form.
1. Choose "Email" as the Default format.
2. Type - Select Note from the dropdown list.
Select "Save" to finalise the template setup.

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Using the Note Type for Your 3rd Party Note Workflow

To use this setup follow the following steps to create a note in the CRM and then send the customer an email to fill in the form.

Navigate to CRM
Select Notes in the side menu.
Select the New note icon.
1. Add a contact
2. Select a note type - For example: Enquiry
3. Add a subject for the note.
4. Add any other relevant fields.
5. Save your note

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Re-open the note and select the Email link (below the Persons name).This will open the email editor.

Select the enquiry email template with the link to the 3rd party note workflow.
Select Send to send the email.

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

By selecting the link in the email (generated through the Workflow link in the template), the customer will be directed to a confirmation form.

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Once completed and saved, a copy of their response will appear at the top of the Notes Workflow.
Navigate to the CRM.
Select NOTES in the side menu.
Open the note.
1. Navigate to Workflow tab.
2. Completed form.

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Conclusion

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.