Creating Workflows


Users with a Company Admin role can use the Workflows feature to create a workflow for a solution, a sales plan, an opportunity, a lead, a marketing plan, a marketing activity or a partner program for all users in your network that collaborate on objects created using your object templates.

Each workflow comes with some default (out-of-the-box) stages that you can use as-is, customize, edit, or delete. You can also rename stages.

NOTE: After you share your workflow, users with an owner role can modify the workflow. All other users in a company that you share your workflow with can only view the workflow.

NOTE: This Workflow configuration is supported for the following WorkSpan objects: Solutions, Sales Plans, Opportunities, Marketing Plans, Activities, Leads and Partner Programs

Each object's workflow includes a set of default stages that can be further customized.

Solution Workflow has the following default stages:

  • Ideation
  • Build
  • In Market

Opportunity Workflow has the following default stages:

  • Identified
  • Joint Account Planning
  • Engaged
  • Convert to Opportunity
  • Won
  • On - Hold
  • Discontinued
  • Lost

Sales Plan and Marketing Plan Workflow has the following default stages:

  • In Planning
  • In Execution
  • Closed

Activity Workflow has the following default stages:

  • Proposed
  • Planned
  • In Design
  • In Execution
  • Completed


Steps to create a Workflow:

  1. Navigate to Home >Setup >Workflows.

  2. Go to the Solutions, Sales Plan, Opportunities, Marketing Plans, Activities, Leads or Partner Program section and click + corresponding to the section for which you want to create a workflow. Solutions are being used as an example here. You can follow this process for creating a sales plan or opportunity workflow too.

  3. Create Solution Workflow screen opens.

  4. Enter details such as workflow name (mandatory) and description (optional) to create a new workflow for a solution.
  5. Select solution template
    1. This workflow will only be linked to the selected template
    2. Once this workflow is activated, the new objects created using this template will follow this workflow.
    3. If there are objects already created using the selected template, those objects will continue to follow the old workflow. Reach out to WorkSpan Support if you want existing objects to be migrated to the new workflow you are configuring.   
  6. Select Manual or Automatic for stage transition.
  7. If you select Manual, for all objects referring to this workflow it means:
    1. users have to manually move the object's stages (or they can moved in source system and then updated in WorkSpan using integration).
    2. tasks marked as required for moving out of a stage would need to be completed before a user can move the object out of that stage
    3. fields marked as required for moving into a stage would need to be specified before a user can move the object into that stage.
    4. conditions for stage transitions are not verified. For example, if a task is marked as required to move a stage from Ideation to Build, then WorkSpan will not check for completion of the task to move the stage.
  8. If you select Automatic, for all objects referring to this workflow it means:
    1. stage will be moved automatically by WorkSpan when all tasks that are marked as 'required for moving out of the stage' are completed. 
    2. objects only move from one stage to the next in linear direction e.g. from stage 3 objects will automatically move to stage 4 when the required tasks are completed and cannot be moved to any other stage. 
  9. In Who can use this workflow? section, enter names of people in Share with People field with whom you want to share this workflow. The viewer access level is chosen by default. You can select between owner and viewer for each person with whom you want to share.
  10. In Share with Companies field, select the name of companies with whom you want to share this workflow. Click Next to move to the next screen containing default stages.
  11. As part of each stage's properties, you can specify stage name, fields required to move into the stage, next allowed stages, and who can move in to those allowed stages.
    1. Select fields from your company schema, object template or WorkSpan standard schema and mark them as 'required to move into the stage'. All these fields should be specified before the object can be moved in to this stage e.g. configure 'Reject Reason' to be required before object can be moved into 'Rejected' stage. 
    2. Select stages to which transition is allowed from the current stage. You can select none, one or more stages. If no stages are selected, that means object's stage cannot be changed manually by any user from within WorkSpan.
    3. For each allowed transition specify which users (e.g. Only Owner, Only admins, Owners and Collaborators) can make that transition. You can further limit these transitions to users from only certain companies (e.g. my company, object creator company, any partner company etc). You can also limit the transitions to users in certain roles such as Partner Manager or VP of Alliances etc and only users who are specified in these roles on the object can do those transitions.   
    4. These restrictions don't apply whenever stage is changed by source system using integrations.                   
  12. For each stage in the workflow you can add steps like adding tasks, inviting users, etc.
    1. Click Add Task to add one or more mandatory (required) and/or optional tasks to this stage. All mandatory tasks will need to be completed to move out of this stage.
    2. Click Invite Users to invite one or more users to the object when the object reaches this stage of the workflow e.g. invite product and solution marketing team members to the solution object only after it reaches a certain stage to keep their list clean. 
    3. Click Edit Field Privacy to select fields and make selected fields public and accessible to all users only after the object reaches a certain stage and keep them private until that stage.

  13. You can save the workflow as a draft or activate the workflow. See Understanding the Template Builder or Contact WorkSpan Support to help with your template association.
  14. After your template is configured, you can begin using this workflow to create your solutions, sales plans or opportunities.
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