Workflows are a central concept to JobNimbus. They are located in three different areas of settings. There are contact, job, and work order workflows. All of these workflows can be tracked visually on boards. Companies use these in different combinations depending on their needs.
Workflow as a concept is a process. Usually, it is a linear process from step one all the way to step ten. The process is from the beginning of a job to the end of a job. Since you can edit a contact, job or work order you can use it cyclically as well. Although most tend to create a new job for repeat business.
Editing and Adding Workflows
Workflows work similarly for contacts/jobs and work orders. You can locate a workflow in settings.
- Contact/Job/Work Order Workflows
Edit the workflow to make changes.
Add a workflow
- Contact/Job/Work Order Workflow
- Add Workflow
- Name the workflow
- Add Workflow
Why spend time on understanding your workflow?
Through creating an accurate workflow of the kinds of work you do as a business, you standardize it. This helps to track multiple projects that are in different steps of a process. This helps to hold others accountable and to make sure pieces of the process are not forgotten.
JobNimbus comes with default simple workflows out of the box, but this is just to get you started. Most companies end up editing, deleting and adding steps to the workflow. This is because each business has its own process or steps to complete work. The most organized businesses tend to limit the number of steps in a workflow to around 15. If there are too many steps in one workflow it can be difficult to constantly monitor each step. You can create an automation that creates a set of tasks in a status to keep the workflow more organized. The steps of the workflow are statuses.
Should I use a combination of workflows or just stick with a contact workflow?
This depends on how you want to manage your work. Keep in mind the following. You can start with a contact workflow and later add a job workflow. Job Workflows and Work Order Workflows are enabled in settings in features. If you will sync your data to Quickbooks it will remain organized no matter the point in time that you enable jobs or not. Work Orders do not sync to Quickbooks so it is up to you whether you would like to use it or not. Work Orders also can be useful because they turn into an actual document that you can email to a subcontractor. Most companies tend to choose one area and develop it well for their work.
The job and contact workflows are nearly identical in functionality as the interface is the same. However, jobs don't have an email field (you can create custom fields though). If you use jobs, most companies tend to create a contact get the basic information then later create a job on that contact when work needs to be done. At that point, there is a comprehensive job workflow that, that contact must go through from start to finish.
How do I start making a workflow?
This is one of the most time-consuming areas in JobNimbus because this is where you think about the work you do and break it into steps. Translate your work into pieces and each piece is a status. Think about whether each job or customer that you get. Do you do the same work all the time? Then all you need is one workflow. If you have a variety of kinds of work that you do that have set steps, make a workflow for each kind. For example, a roofing company may have a simple contact workflow of three statuses lead, active and inactive and several complicated job workflows. The job workflows may be for siding, gutters, windows, and roofing. Each of these workflows may have a series of steps to follow for work.
If you find this task overwhelming, we do have a training department
that can set it up for you and consult with you on the steps.
Do workflows work for all kinds of companies?
At JobNimbus we have all kinds of companies using this system to organize their work. We have roofing, solar, construction, retail, consulting and restoration companies, etc... There are no limits. Many companies can benefit from a customized workflow.
A roofing company may have a workflow process for what needs to be done for a roof. Some statuses that they include are "material ordered" or "in progress". A solar company may have "survey needed" or " city permits". A contracting company could have " supplement " or "deductible payment". Each of these processes varies by industry and vary greatly from company to company. There is not a correct way to have a workflow.
The most organized businesses have taken the time and the thought to carefully name and organize the statuses of the workflow. These steps/statuses reflect what does and what should happen in reality on a well-completed job.