How to Use Dubsado Workflows + Tips

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Running a business does take a village, and it's nice to know platforms like Dubsado makes it so much easier to provide a seamless business process. 

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What Is a Workflow?

In Dubsado, a workflow consists of automated steps that will guide clients down to the client process. It consists of forms, emails, and content that will drive prospects on the customer journey as soon as they complete the lead capture form. Dubsado will automatically run each step, so you don't have to do this manually. 

Most client processes can be automated in a series of workflows on Dubsado; it's just a matter of setting everything up from beginning (sign-ups) to end (the conclusion of the project). Dubsado can generate a new project and simultaneously apply a workflow to that project. 

Remember that workflow templates must be applied to projects before they are activated. The workflow won't run just because you created one. 

For example, an email won't be sent to clients every time an invoice has been paid just because you created a template for it. That said, workflows won't automate recurring tasks. You can, however, create a workflow to start another workflow. As long as the new workflow is different, you can kick off another one. A workflow cannot start itself all over again on its own. 

Testing out your entire workflow before connecting it to a live lead capture is essential. This is the only way to ensure a smooth client process. Don't skip this step!

Benefits of a Dubsado Workflow

• Send automatic responses to leads
• Invite clients to book a call via an automated scheduler
• Submit contracts, invoices, and proposals to clients
• Send thank you and reminders for payments 
• Send welcome emails to onboard clients
• Get client answers from a list of questionnaires for future promotions or acquire client feedback
• Touch base with your clients (sending thank you messages or client incentives)

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Applying Dubsado Workflows to Projects

Setting up a Workflow

“Workflows” is found under “Templates,” and it's simply a template you have to activate manually. To apply the workflow, open a project. Click on the “Workflows” tab at the top of the screen, then choose a desired workflow template from the dropdown menu. Click “Apply,” and the workflow is now active.  

Creating a Workflow from Another Workflow

You can create a workflow within another workflow by choosing the “Start a Workflow” action. This option enables you to create a series of workflows within one long workflow. Cutting the steps into short phases instead of one long, complicated workflow improves user experience. 

Connecting Lead Captures to a Dubsado Workflow

The lead capture form is live on your website and has to be connected to a Dubsado workflow to automate the steps. Once connected, Dubsado will respond to new leads for you. It's like having your own staff members guiding clients from the beginning and end of a project! 

There are two ways to connect your lead captures to Dubsado workflows, and we'll go through each one:

Default workflow: The same workflow is applied every time the lead capture is submitted. This is the most basic way to guide clients into your marketing funnel. 

Workflow element: You will assign a corresponding workflow to specific options presented to the clients. Once a client selects a particular option from a dropdown menu, they're ushered to a specific step in the client process. 

How to Use the Default Lead Capture Workflow

Choose this workflow if you want the same workflow to start every time a customer completes the live lead capture. This workflow is best for businesses with a single type of service and not many options. This is also ideal for companies with leads that go through the same steps before moving onto different workflows. 

Choose the lead capture form where you'd like to connect your workflow, then click on the “Settings” tab at the top of the screen. Choose a workflow from the “Default Workflow” dropdown menu, then hit “Save.” 

How to Use the Workflow Element 

This workflow enables clients to choose their preferred options from a dropdown menu. Once a client decides what actions to take, a corresponding workflow is activated. The Workflow element is best for businesses with multiple forms and emails to send to clients. It's perfect for a business with several products. 

To add a workflow element to a lead capture form, open the lead capture form template that you'd like to add the workflow element to. Choose “Workflow element” from the selection of form elements on the right side of your screen to add it to your form. 

Click on the added workflow element dropdown on your form, add the options you want clients to choose from, and then select the corresponding workflow that will be applied to every option. Check the Required box so clients cannot skip selecting an option, then hit “Save.”

Only one workflow will work at a time in a project. You cannot activate a default workflow and a workflow element in one project. If you've set a default workflow and a workflow element, the default workflow will be overridden by the workflow element once a client chooses from the dropdown menu. 

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Ready to start your workflows on Dubsado and elevate your business processes? We hope these tips have inspired you to check out this fantastic service for yourself! You can start with the free trial to get a feel of Dubsado before moving to the paid service. 

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