In order to help standardize your workflow, you can set up recommended actions, templates and timers in your pipeline.
The recommended follow up actions are here at the bottom of the pipeline record. The timers are shown by the colors and icons connected to each action. If an action is due, it will have a red exclamation mark on it. If it is not due yet, it will be gray and if it is completed, it will have a green check mark on it.
These actions and timers are editable in your settings, under pipelines.
In the settings, you can create any number of stages and recommended actions associated with them. You simply type the name of your new stage, click add stage, then drag it in whatever sequence fits your process.
To add recommended actions to a stage, first click the pencil icon to open the stage for editing, select the follow up actions you would like to add from the list, ensure they are put in their proper sequence and then edit the details, including the timer for each action.
The notes section is where you can type a message that will show up when you mouse over the recommended action on the pipeline record.
The timer for the first action in a stage will start running as soon as the pipeline record enters that stage. If you want the action to be due immediately, set the time to 0 minutes.
If you want someone to follow up with this lead a day or even two days after they are put in the stage, set the timer for the first action to reflect that.
The subsequent timers will only start running after the first recommended action has been completed. So in the example that you want your staff to wait two days before following up on the lead again, you could set the timer for the first action to two days, then set the remaining timers to be due immediately after the previous actions have been completed.
You can also see that when you recommend email or text as a follow up action, you can specify a template to automatically load up when the staff clicks that button. These templates can be created and modified in your settings.
Again all of these points are customizable, so if your process is different, simply change the timer, template, action, or stage.
As a note, if you complete the actions in a stage and don’t move it to the next stage, you will never trigger the next timer and the lead will just sit there getting stale, so it’s tremendously important that you actually move the lead to the next stage once the recommended follow up actions of that stage are completed.