The Workflow Automation tool in FreedomSoft has two main benefits;
- First, it provides the statuses that you’ll use to keep your records and leads organized which in turn helps investors close more deals
- To learn more about using statuses effectively in FreedomSoft, click HERE.
- Second, the statuses in FreedomSoft can be used to trigger action items like follow up and notifications. There are currently 17 unique action items that can be triggered from statuses in FreedomSoft. Keep reading for details.
How To Access/Edit the Workflow Automation tool
1. Navigate to the Settings screen and then click Workflow Automation on the left side of the screen.
2. You will immediately see that multiple Workflows already exist in your account.
Rob, whose name you see on two of the Workflows, is the current owner of FreedomSoft and a 25 year real estate investor. You have access to his exact Workflow and statuses.
If you are on a student version of FreedomSoft, you will likely see Workflows from your Coach as well.
3. To view the statuses in any of the Workflows, simply click the edit icon to open it up.
4. You now have the ability to scroll up and down to view the statuses in the Workflow.
To view the action items for the statuses that have them, click the little, black triangle icon pictured below.
5. Opening up a particular status will show you the action items that are triggered by that particular status.
The image below shows a SMS/text based follow up sequence that can be used with your opted in leads that you haven't been able to get in touch with. The delay for each message is listed.
You also have the ability to edit any of the messages by clicking the edit icon.
The X icon will remove that message from the follow up sequence.
6. To add automation to any of your statuses, click the blue + icon.
7. Below are the 15/17 action items that can be currently added to statuses in FreedomSoft.
Two of the Workspace related items come with FreedomSoft Grow and Scale level plans only.
- Add Task - this action item automatically creates a task for yourself or someone else if you have a team.
- Add SMS - this action item automatically creates an SMS/text message follow up like you see tied to the Cold Follow Up and Warm Follow Up statuses in Rob's Seller Lead Workflow.
- Add Email - this action item automatically sends an email back to the record/lead. Both the message and the delay of the message can be edited.
- Move To Group - this action item automatically moves records/leads to a Group for organizational purposes.
- Copy To Group - this action item automatically copies records/leads to a Group for organizational purposes.
- Add to Do Not Call List - this action item automatically marks every phone number saved to a record/lead as Do Not Call and will add the numbers to your internal, FreedomSoft DNC list.
- Distribute To List - this action item automatically distributes records/leads to another List in FreedomSoft for organizational purposes.
- Remove From List - this action item automatically removes records/leads from a List in FreedomSoft for organizational purposes.
- Mark as Lead - this action item automatically marks the record as a lead. An example would be to have this action item tied to an Appointment Scheduled status. When you have an appointment scheduled with a seller, you have generated a lead.
- Distribute To Workspace - this action item automatically distributes records/leads to Workspaces if you're on a FreedomSoft Grow or Scale plan.
- Remove From Workspace - this action item automatically removes records/leads from Workspaces if you're on a FreedomSoft Grow or Scale plan.
- Add Notification - this action item automatically send a notification email. An example would be a notification email to your title rep when the Under Contract status is saved in FreedomSoft.
- Stop Follow Up - this action item automatically stops all scheduled SMS/text and email follow up messages.
- Restart Follow Up - this action item automatically restarts the follow up sequence tied saved to the status.
- Delete Incomplete Tasks - this action item automatically removes all remaining tasks associated with the record/lead.
- Send Direct Mail - this action item automatically send the Mail Sequence selected.
- Stop Direct Mail - this action item automatically removes all future direct mail pieces in the queue for the record/lead. An example would be the Contract Sent status. If you just sent a contract to a seller, you can likely stop sending direct mail to them as well.
8. Any time you make changes to a Workflow, be sure to click the blue Save button at the bottom.
9. The final piece is to make sure the correct Workflow(s) are connected to your Lists, Campaigns and Workspaces.
Click into any List, Campaign or Workspace and they can be adjusted using the drop down on the right side of the screen.