Step-by-Step Workflow Setup Guide

This guide walks you through how to understand, create, and manage workflows to match your business processes within the platform.

1. Understand the Workflow Structure

Workflows are organised into main stages and sub-stages:

Main Workflow (All Stages)

These represent the pipeline of your process. They appear in the workflow overview and outline the full journey of a lead or loan.

Sub-Stages

These break down each main stage into smaller, actionable steps.
In most cases, brokers only have access to sub-stages, while admins can control which stages appear exclusively in the main workflow.

Admins have the option to:

• Include a stage in both the main workflow and sub-stages, or

• Make the stage visible only in the main workflow.

2. Set Up the Workflow in the Platform

You can create a workflow for each loan type to match your business operations.

Example:
A company offering vehicle, personal, and commercial loans and leasing can create a separate workflow for each product.

To do this:

1. Navigate to Workflows.

2. Click Add Workflow.

3. Choose where the workflow should apply:

   • Platform-Level – available to all broker businesses.

   • Business-Specific – restricted to a selected broker organisation.

3. Define Roles and Permissions

Assigning roles ensures each user has appropriate access levels:

Admin

• Full control of platform settings.

• Can create/edit workflows, manage users, assign permissions, and configure global settings.

Contributor

• Can move leads through stages.

• Can add notes, upload documents, and communicate with clients.

Viewer

• Read-only access.

• Cannot edit or move leads.

You can further customise permissions per user for more granular control.

4. Create Stages and Sub-Stages

1. Add all main stages first.

2. Add sub-stages within each main stage to break down the process logically.

3. Organise them in the order you want your team to follow.

Tip:
Save your progress frequently to avoid losing changes, especially when building more complex workflows.

5. Assign Workflows to Users or Broker Businesses

Once the workflow is created:

• Assign it to the appropriate broker business, team, or individual users.

• Ensure that roles and access levels are correctly configured so each team member sees the right stages.

6. Test the Workflow

Before making the workflow live, test it to ensure everything works correctly:

• Move test leads through each stage.

• Confirm that permissions behave as expected.

• Check visibility of main stages vs. sub-stages.

• Validate that brokers only see what they should.

Make any necessary adjustments to optimise the flow.

Need Help?

If you need assistance with setup, troubleshooting, or optimising your workflow, reach out to:
📧 support@effi.com.au