Standard Workflows – Ringover Help Center

Topics Covered:

About
Prerequisites
Getting Started with Standard Workflows
Understanding Standard Workflow with an Example

About

Workflow in Cadence is basically a container or logical structure that automates certain actions based on particular criteria.

Prerequisites

Before you begin working with Standard Workflows, ensure the following:

Access Level: You must be connected as a Super Admin or Admin in Cadence.
CRM Integration: Your specific CRM should be connected to Cadence.
Field Mapping: The field mapping setup must be completed.

Getting Started with Standard Workflows:

Step 1: Go to the Settings page > General Settings > Scroll down to the Workflow Section.

Step 2: Add Workflow - Now click on the Add Workflow button, then select Standard Workflow from the dropdown.

Step 3: Choose the condition from here - Choose from multiple different triggers.

The available conditions are:

When an email bounces:
This condition will be triggered when the email has not reached the intended mail ID for some reason.
When people unsubscribe:
This condition will be triggered when people unsubscribe to Cadence.
When Cadence is manually stopped:
This condition will be triggered when a particular cadence is manually stopped from the Cadence page.
When a cadence is paused:
When a cadence is paused for a certain lead, this condition will become active.
When you create a custom task:
This specific condition will be activated when a user creates a custom task in Cadence.
When people reply to mail:
When people respond to emails sent by Cadence users, this condition will become active.
When Cadence ends:
This condition will be triggered when a cadence ends.
When an owner changes:
The change in ownership will cause this condition to become active.
When users get incoming calls:
This condition will be triggered when the user gets an incoming call.
When a demo is booked via Calendly:
This condition will be activated when a demo is booked using Calendly.
When a task is skipped:
This condition will be triggered when a task is skipped.
When a custom link is clicked:
This condition will be triggered when any lead clicks a custom link.
When the first automated task is completed:
This condition will be triggered when the first automated task is completed.
When the first manual task is completed:
This condition will be triggered when the first manual task is performed successfully.
When a lead is detected out of office:
This condition will be triggered when a lead's Gmail status is detected as "Out of office".

Step 4: Now you have to click on Add action to choose the action. There are multiple actions available here.

Available actions are:

Owner change:
Selecting this action would make changes in the ownership, and at the same time, there will be a new field where you have to choose the owner as well from the dropdown.
Stop Cadence (for lead):
Choosing this action would stop the active cadence for a specific lead.
Pause Cadence (for lead):
Choosing this action would pause the active cadence, and at the same time, you will also need to provide the value of the time limit in days or minutes in the next field as soon as you choose this action.
Move to another Cadence:
By selecting this option, the lead would be shifted to a different cadence, and you would also need to choose that cadence.
Change integration status:
Choosing this action would change the integration status of the lead, and there are two different fields after you choose this action.
Change the status for an account to:
The available options here are dynamic and depend on the field mapped with integration status.

The options listed here are fetched directly from Salesforce and represent the valid options configured for that field in Salesforce by the organization.
- - New: This status indicates that the contact is new to the Cadence.
  - Ongoing: This means that the prospecting process for the contact is still in progress.
  - Interested: This status indicates that the contact appears to be interested.
  - Not Interested: This means that the contact does not seem to be interested.
  - Converted: This status indicates that the prospecting of the contact was successful.
Change Status for lead to:
The options that are presented here are dynamic and are based on the integration status of the field that was mapped.

The choices presented here are taken directly from Salesforce and correspond to the proper alternatives that the organization has specified for that field there.

- - Open - Not Connected: This simply means the lead is either new and/or has not been contacted by a sales representative yet.
  - Working - Connected: This indicates that the lead has been assigned to sales and sales has started outreach with the lead.
  - Closed - Converted: The status Closed - Converted means the lead is closed because the prospecting was successful.
  - Closed - Not Converted: The status Closed - Not Converted means the lead is closed because the prospecting failed.

Step 5: In the next part, you can choose multiple actions to come into use, which will be performed one after the other. For that, you can click on Add Action to add multiple actions.

Understanding workflow with an example

Let’s understand how a Standard Workflow functions with an example:

Condition: In this workflow, we define the condition as "When a task is skipped".
Action: For the action, we select "Change Integration Status".
Set Conditions:
- Change Status for Account to: Choose "Reviewed" from the dropdown.
- Change Status for Contact to: Choose "Open" from the dropdown.
- Change Status for Lead to: Choose "Label_Open - Not Contacted" from the dropdown.
Add Additional Action: Select "Add Action" to include another condition. From the available options, choose "Move to Another Cadence".

In this Standard workflow, when the account’s integration status is updated the particular account will be moved to the cadence "Outbound prospecting Cadence".