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Use Other Features of WorkHub24 (Step 5)
WorkHub24 has a wealth of other features to help you when working with workflows. All these features are available in your instance of WorkHub24. However, some of the features need to be enabled by your system administrator. Therefore, please contact your sys admin if you don’t see some features.
Features to Make Your Work Smart
Escalations
Escalations happen when the progress of a card does not happen as per the deadlines set. Your system admin, when configuring the workflows can set a deadline for each stage in the workflow. When the deadline passes, automatic email escalations will be fired for the supervisors or other users set in the rule.
You many notices in the Board View, there could be cards marked in red. These are the cards that have passed the deadline and which are escalated.
This is how your admin will be configuring escalation settings.
Validations
Every field value entered by a user can be validated. Following are some examples of validations you can use.
- Making fields mandatory in different stages
- Validating number related fields for conditions higher or lower than a specific value
- Validating text-based fields for equality or inequality
- Validate a field based on a formula where parameters of the equation are absolute values and values of other fields in the form
Computations
Values of the fields in your form can be auto calculated. For example, value of a field can be a formula where parameters of it are other fields. This formula could contain conditional statement ‘if then’ as well. Computed fields can be read-only. Most of the text and number fields could be made read-only computed fields.
External Lookup of Information
This is similar to computing a value for a field. It allows you to fetch information from external applications via REST APIs. For example, if you want to refer Forex rate in one of the forms, you can use this field to fetch the rate from an external application via a REST API call. This is a special field type.
Automatically Sending Emails
At any stage of the workflow, you can send automatic emails to users or third parties. These emails may contain predefined information and values form the fields of the form.
Examples are, automatic thank you email when a new lead is created in the Lead Management workflow or automatically sending a quotation to a customer once it’s approved.
Send SMSs from Workflows
This is similar to sending emails. At any stage of the workflow, you can send automatic SMSs to users or third parties. These SMSs may contain predefined information and values form the fields of the form.
Examples are, automatic thank you SMS when a new lead is created in the Lead Management workflow or automatically sending a notification SMS when a quotation is emailed to a customer.
WorkHub24 has a capability to integrate with majority of the available SMS gateways to provide this function.
Create Cards from Web Forms
When a card is opened, you see a form. This form can be hosted in any of your web pages, such as your intranet or your public website. This is really useful if you want to capture information from non-system users.
Examples are, capturing candidate applications for a vacancy ad, vi a form hosted in your website. When candidates fill the form, attach resume and submit, that automatically appears in a workflow such as ‘Candidate Management’. Users can process it from there onwards.
Create Cards from Facebook
WorkHub24 uses Zapier for this integration. For example, leads generated through an ad in Facebook can directly be sent to a lead management workflow and further process there.
Create Cards from Emails
This is similar to card creation from Facebook. Via Zapier you can configure email inboxes where a new email can trigger a new card in a workflow.
Have Your Own Dashboard
You as a user can have your own dashboard. Dashboard is a collection of widgets of various information. These dashboard widgets are filled with values from the reports.
Store Customer Records, Vendor Details, Product Catalogues and Many More with Data Tables (Master Data)
Imagine you want to have a database of Vendors. Vendor master table might contain information such as vendor name, address, products, contact numbers, etc. Similar to this, an organization may need to create many other Data Tables such as Customers, Product catalogues, etc. You can refer to data in these tables from workflows.