Workflow Overview

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Workflows help leaders keep track of progress and communication as people go through specific steps or milestones. Workflows can be used for linear processes, but some of the most common are steps for becoming a member, going through a growth track series, applying to serve in a ministry, or following up with first-time guests.

Check out this clip from Planning Center University.

Navigate the Workflows Page

The workflows page can be customized to show all workflows or just those most important to you.

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  1. Search for a specific workflow.

  2. Filter workflows by category or campus.

  3. View workflows where you have cards assigned to you, any Workflows you've viewed recently, or a comprehensive list of all Workflows visible to you.

  4. Manage your workflow notification preferences and see any recently deleted workflows.

Create a Workflow

From the Workflows page, select New Workflow to create a workflow.

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Name the workflow, assign it to a campus and/or category, and click Create Workflow.

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Add Steps

Steps are what people do, and you can create multiple steps for each workflow to track where people are in the process.

Click Add a step to create a process for people to follow.

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Enter the appropriate information for this step, including who is assigned to the step, as well as what they need to do.

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  1. Title your step as an action, so people know what to do at a glance.

  2. Add a description of how to interact with the person.

  3. By default, the person creating the step will be assigned to the step; assign someone else by clicking CHANGE, and then type the name of the new assignee.

  4. If steps need time between them, choose to snooze them for an amount of time before notifying the assignee of the step.

  5. Set a timeframe that you want the step to be completed within. A reminder email will be sent to the assignee if any cards wait too long to be completed.

  6. Click Delete Step to remove this step from the workflow. Any card that has gone through the step will still have a record of the step, but no new cards will go through it.

Once you enter all the necessary information, click Save to add the step to the workflow.

Reorder Steps

If you need to change the order, click Reorder steps.

Click and hold the three lines to the right of the step then drag the step to its new spot. When it's in the order you want, click Save.

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Add Cards

A card keeps track of a person's progress through the workflow. Cards include a person's basic information and information about their path through the workflow.

Add a card to a workflow by selecting Add someone to workflow and searching the person's name. You can choose them from the list, or create a new person to add to People.

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Once you choose the person to add, click Add Person to add the card to the workflow.

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Tip

Assign and pin the card to a person, so that person can follow up with the card through each step, regardless of the default assignee.

When a person is assigned a card, they'll receive an email with all the cards assigned to them ten minutes after their last assigned card.

Follow Cards Through a Workflow

Click the card to follow up with the person and make notes on the card.

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The card shows information and gives options on how to move forward.

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  1. Add notes to summarize what happened during the step, send an email directly to the person, or choose an action for this person. Activity will be added to the card history.

    Notice

    The Add internal note tab allows you to track notes or comments about a person right on the card.

    If the note contains information regarding someone's general profile, check the "Save this note..." checkbox to add the note to their profile as well. This will help you and your team find that information right in the person's profile notes later without having to track down the workflow card!

  2. Reassign the card to a different Administrator, who will receive an email with all assigned cards, snooze the card to be notified at a later time, remove the card from this workflow entirely, or skip this specific step.

  3. View the history of the card, including if the card was reassigned, snoozed, skipped a step, or any notes added during any of the steps.

Tip

Click their name to be taken directly to their profile.

At the bottom of the card, click Delete to remove all history of the card from the workflow and the person's profile. Close the card if no changes need to be made to the card.

Once this person has finished this step, click Complete Step at the top to send the card to the next step.

View Your Assigned Cards

View any cards assigned to you from the Workflows tab.

The "My Cards" view will filter the Workflows that have cards assigned to you, and you will see how many cards in each Workflow are assigned to you under the Workflow name. Click the Workflow to view the card(s) assigned to you.

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By default, the view will show the cards assigned to you, even if you're not the default assignee. Select your name to view a dropdown of other people with cards assigned to them, toggle the Ready and Snoozed options to view those cards assigned to the person in the box, or sort the list to see the Newest or Oldest cards added.

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If you have lots of cards assigned to you, you can easily update a bunch of them at once.

Edit, Delete, and Recover a Workflow

Select Edit Workflow to change the name, assign a campus or category, or delete the workflow.

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Make any necessary changes, and then select Save.

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If you choose to Delete Workflow, all information from cards will be deleted. Any emails or notes added to profiles will remain.

Recover a Deleted Workflow

If you deleted a workflow by mistake, you can recover it within a week of deleting it.

From the Workflows tab, click Recently Deleted Workflows to see the deleted workflows, and then click Recover next to the workflow you need.

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When you choose Recover, all of the workflow steps and cards, along with their history and assignments, will be recovered.

Once you have some workflows set up, you can create lists of people to add to your workflows.

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