You can easily create follow-up tasks, automatic reminders, and business flows with MyBasicCRM
CREATING FOLLOW-UP TASKS
Go to your contact page. One way of doing this is by using the search bar on top of the page. Click the blue circle and then add a new 'Activity/Task' for this contact.
![Picture 1 for creating follow-up tasks](images/tut_flows_tab1_1.png)
Select an activity, such as a 'Phone call'. You can also add custom activities that are suitable for your business. Click the 'Add/Delete Type' button to edit your activities. You need to click the 'Add a follow-up task' button to add a successor activity. For example, you can add a follow-up call task and define a due date.
![Picture 2 for creating follow-up tasks](images/tut_flows_tab1_2.png)
Both activities will appear on your contact page.
![Picture 3 for creating follow-up tasks](images/tut_flows_tab1_3.png)
You can also go to your calendar to see and edit your activities.
![Picture 4 for creating follow-up tasks](images/tut_flows_tab1_4.png)
CREATING WORKFLOWS
Let's think of a workflow scenario in which 'User1' from the sales department prepares proposals for clients. User1 sends the proposals automatically to the 'Admin' for approval within 3 days whenever proposal status is saved as to 'Approval'. Admin checks the proposals and sends automated work orders to User1.
Go to the 'Activity/Task' menu item and click on the 'Add New' button. Click on the 'Edit workflows' button.
![Picture 1 for creating workflows](images/tut_flows_tab2_1.png)
Click on the 'Edit workflows' button, then click on the 'Add new' button to add a new automated task.
![Picture 2 for creating workflows](images/tut_flows_tab2_2.png)
Create the first automated activity:
Task Source: Select 'Proposal/ Quote' and then select 'Approval' as Proposal Status
Duration: Enter '3' days and select 'after' the 'Record date'
Assigned to: Select the user to complete the task; for our case it is 'Admin'
Task to be created: Select (or create) the 'Proposal approval' activity.
![Picture 3 for creating workflows](images/tut_flows_tab2_3.png)
Create the second automated activity:
Task Source: Select 'Activity/Task'. Then select 'Proposal approval' and 'When the task is completed' together by holding the CTRL button of your keyboard.
Duration: Enter '0' days because we want the task to be completed within the same day.
Assigned to: Select the user to complete the task; for our case it is 'User1 from Sales'
Task to be created: Select (or create) the 'Work order' activity.
![Picture 4 for creating workflows](images/tut_flows_tab2_4.png)
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ENABLING NOTIFICATIONS
Go to your Account Settings. Click 'Email Tracking Settings / Alerts / Notifications'.
![Picture 1 for enabling notifications](images/tut_flows_tab3_1.png)
Enable notifications that are suitable for you. Each user may also need to edit notifications in their own account.
![Picture 2 for enabling notifications](images/tut_flows_tab3_2.png)
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TESTING THE WORKFLOW
Let's suppose that User1 from the sales department creates a new proposal for a client, names it and sets the Final Status as 'Approval' which was our trigger for the first workflow.
![Picture 1 for testing the workflow](images/tut_flows_tab4_1.png)
The automated workflow creates a new task assigned to 'Admin', and Admin receives a notification. The new task will also be available on the dashboard and calendar.
![Picture 2 for testing the workflow](images/tut_flows_tab4_2.png)
Admin marks the task as completed as a trigger for our second workflow. A successor task will be created and assigned to User1.
![Picture 3 for testing the workflow](images/tut_flows_tab4_3.png)
User1 receives a notification. The new task will also be available on the dashboard and calendar.
![Picture 4 for testing the workflow](images/tut_flows_tab4_4.png)
Since everything is linked to each other, it is possible to follow the task history from the relevant proposal, client or activities page.
![Picture 5 for testing the workflow](images/tut_flows_tab4_5.png)