Click on Admin at the top of the screen and select Workflow Event Templates.

Add/Modify Event Template Overview

Event Templates make your Workflow Events reusable as you set up your Master Workflows.  Set up a template when you will be using the same event with the same instructions in several Master Workflows.

Since these templates are used over and over, care should be taken to make sure they are complete, especially in the Instruction Note.

Setting Up A New Event Template

Follow these simple steps to set up a new template:

Step 1: Select Workflow Event Templates from the Admin Menu

You need to have the Task Security to add and modify master events in order to be able to set up Event Templates.  Administrators always have this security, but other users can be assigned the security.

You can also use this screen to Modify an existing event template by clicking on the Modify Button.

Step 2: Click The Add Button

The screen above shows all of the Workflow Templates currently in Advisors Assistant.  To add a new template, click on the Add Button.

 

Step 3: Complete The Add New Template Screen

Complete the screen above and click OK to add the new template.

Event Type

Select the type from the drop down list.  This field is controlled by Advisors Assistant and the list is not changeable by users. We will entertain any suggestions for items to be added to the list.

The type is a way to show the user a short description of the nature of the task.

Appointment

The objective of the event is to set up an appointment with the contact.

Phone Call

The objective of the event is to call the contact.

Email

The objective of the event is to send an email to the contact.

Correspondence

The objective of the event is to send some other type of physical correspondence to the contact, such as an application, or a notice.

Task

The objective of the event is to perform a task associated with the contact, such as setting them up on the computer, or assigning a password.

Event Category

This field is designed to be able to group the Event Templates on the lookup list.  If you have a hundred or so templates, assigning categories will allow you to sort the list and locate the template you want more easily.

Category Examples

Annual Review

Order Execution

Welcome Process

New Prospect

Description

This field is a longer description of what gets accomplished in this step of the process.

Description Examples

Send Welcome Packet

Transcribe Meeting Notes

Confirm Appointment

Set Up Review Appointment

Default Duration

This is the number of days which is usually assigned to the event.  The duration must be 1 or greater.

Instructions

This is a very important field as it will save the time of the person executing the workflow event and it will also reduce the amount of training and memory that is needed to execute various workflows.

Example of Email Instructions

1. Go to the Contact's View Screen In Advisors Assistant.

2. Click on the Contact's email address.

3. Type "Welcome" into the subject.

4. The text for this email is located in a word document called "Welcome Email Text.DOCX and it is located on Drive L:\Master Emails.

5. Highlight the text and click Edit | Copy or just press Ctrl-C on the keyboard.

6. Start a new email in Outlook.

7. Paste the text into the body of the email with Ctrl-V or click Edit | Paste.

8. Be sure the email is not being sent from your personal email box and that it is being sent from the company email address.

9. Add the Primary Producer's email address to the BCC field.

10. Send the email by clicking Send.

See Also

Workflows Overview

Master Workflows

Calendar Interaction With Workflows