Job Workflows are attached to job types.
A good workflow is probably one of the most important things you can have in a business.
Workflow is all the tasks that you complete throughout the process of taking your client from a new lead to a completed job.
Many of these tasks are the exact same for every job you do or product you offer. So instead of adding those tasks manually for each new job, we can create them as templates so that they are applied automatically and ready to go.
In Táve, there are two types of workflows: those that are attached to job types and those that are attached to deliverables.
Task lists are subcategories. They are not the tasks themselves. Each task list must have at least one task under it. Task lists can also have due dates that imply that all tasks underneath it are due on that date.
This is your task list. It serves as a subcategory under the ‘Lead’ stage of the job, for example.
These are your tasks.
All of your tasks will go under a task list. You can automatically assign a task to an employee and give it a due date that’s relative to an event on the job or another nearby task.
Quick Tip: You can drag and drop tasks and task list between sections by clicking and dragging up or down.
Job workflows will be steps that are specific to a job type.
When building your job workflows, think of the specific type of job you do and list out every step you complete in working with them. All of these tasks happen regardless of what products the client orders.
Once you’ve built your job workflow, we need to attach it to the job type so that whenever a new lead is created with that job type, the tasks are automatically populated.
To do this, go to Settings › Job Types, edit the job type and from the workflow menu, attach the workflow that you just created.
That’s it! Your workflow tasks will be ready to go each time a new lead comes in.
Deliverable workflows are different from job workflows in that they are specific to a product or service that is ordered by your client. While job workflows are attached to job types, deliverable workflows are attached to products.
This means that if you have tasks that are specific to fulfilling a specific product that you offer, those tasks will only populate on the job’s task list when that product or service is actually ordered.
In the example to the right, we’ve created a deliverable workflow for albums. We only want to see those tasks if the client actually orders an album.
Once you’ve created your deliverable workflow, you’ll attach it by going to one or more of your products in Settings › Products, then selecting the workflow from the deliverable workflow menu.
To view all the tasks you have in your account, you can use the Tasks menu on the left side of the app. Here you’ll find all of your tasks that are Late, Due Soon, Open, General, Completed, and Deleted.
Important note: These lists will only show tasks when the job stage match the workflow stage. For example, tasks that are in the fulfillment stage of a job will not show yet if the job is still in the booked stage.
A quick and easy way to keep track of exactly what tasks are due next is your Upcoming Tasks dashboard widget.
Quick tip: You can configure how many tasks appear here, as well as tasks that are assigned only to you, by clicking on Configure Dashboard up top and adjusting the settings for the widget.
Once you have your workflows set up on your different job types and deliverables, you can have a birds-eye view of where they stand by visiting Reports › Progress Reports. You can view your workflow by task list or by task, all open leads or open jobs, and progress for all of your deliverables. Check out the different progress reports:
Your tasks are even color coded: