Product workflow

Owned by Adam Evans
Last updated: May 28, 2021 by Roly Birkwood

In order to follow this guide, your user will need to have the permission "Can maintain stages" enabled

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Introduction

Your workflow appears on the homepage in your eKeeper CRM and allows you to see an overview of the number of products you currently have active and where they sit in your business process. An example of the workflow as it might appear on the eKeeper CRM homepage is shown to the right. Each row is labelled under the status column and represents a point in your business process. We call these points in your process a stage or status. 

This guide will show you how to setup new stages, and how to apply these to the products in your system. 



Where do I go?

To being look for system settings which appears in the top navigation bar on any page within the eKeeper CRM.




Figure 1 - Top Navigation Bar

Next look for the Product Setup section and click stages to continue.

Figure 2 - Stages

Creating a new stage

You will now see a list of the existing stages in the your system (see right).

To create a new stage click New Stage in the bottom navigation bar.

Action - Contains two links Edit and Edit Simple Tasks for Stage

  • Edit:
    This allows you to edit the setup for the stage

  • Edit Simple Tasks For Stage:
    Here you can assign the checklist items that will appear at this stage.

Figure 3 - New Stage

Stage Details

There are several columns of information displayed here:

  • Sequence Number - This determines the order in which the stages appear.

  • Stage Text - This is the name of the stage.

  • Stage Type - The stage type determines milestones in your process:
    • New lead - this is a point where the product is still a lead and has not been submitted yet
    • Normal - Your product is submitted or signed up at this point
    • Follow-up - This is where your completed products should be. This stage type is designed to house your products until you need to re-contact them based on the deal term/product expiry.

    • Archived - This houses your non-proceeding cases.

  • Default Lead time - The lead time specifies until a product should be moved to the next stage in the workflow.

  • Completion Stage - This tick determines if a case is completed or not. Cases at these stages will obtain a completion date and product expiry date

  • Commission Trigger Stage - This tick determines when your incoming commissions receive a due date.

  • Active Processing Stage - This determines whether this stage is active and available on the home screen summary listing, as well as the drop down stage listing against a product.

Tips

  • Sequence numbers - Keep your sequence numbers 10 or 20 apart between each stage you create, as this will allow you to slot additional stages in between others, later.
  • Archived stages - You should have at least one archived stage
  • Follow-up stages - you should have at least one Follow-up stage
  • Active Processing Stage - Leave this switched off if your are still initially configuring your workflow and then turn this on for your stages once you are happy with the workflow as a whole.

Figure 4 - Stage Details Panel


Important

You should on set Completion Stage AND Commission Trigger Stage to on against your last Normal type stage and your first follow-up stage.

Stage Details - continued

There are several columns of information displayed here:

  • Show in Diary - Turning this on prompts a a user to create a diary entry when moving a product into this stage.

  • Show ticklist - This function controls whether your supporting documents will appear when you click on the name of the stage via the homepage. See below for an example of how these supporting document entries are displayed within the stage.


    The following three options are available to choose from.
    • Don't Display in mortgage listings - This prevents supporting document information from displaying against the stage

    • Display summary in mortgage listings - This will show a single column providing an overview of the combined requested support documents.

    • Display full info in mortgage listings - See screenshot, displays a column for each supporting document entry



Important

You should on set Completion Stage AND Commission Trigger to on against your last Normal type stage and your first follow-up stage.

Tips

  • Sequence numbers - Keep your sequence numbers 10 or 20 apart between each stage you create, as this will allow you to slot additional stages in between others, later.
  • Archived stages - You should have at least one archived stage
  • Active Processing Stage - Leave this switched off if your are still initially configuring your workflow and then turn this on for your stages once you are happy with the workflow as a whole.

Applies to Products

eKeeper CRM allows you to specify a different workflow against different products.

The Applies to products panel stages is where you can specify which products this stage will apply to.

Simple Tick on the products that your new stage applies to.


Figure 5 - Applies to products panel

Saving the stage

Once you have finished filling out the Stage Details and Applies to Products panels, click the Save Stage button, located in the bottom Navigation bar (figure 7)


Figure 6 - Bottom Navigation Bar