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Setting Up a Follow-up Workflow

Running an animal welfare organization can be overwhelming. With tons of animal-related concerns and a long queue of unanswered messages, it is undeniable that you may have missed some follow-up messages.

Here in Doobert, we understand how challenging it is to have seamless communication between organizations, volunteers, and fosterers. That’s why we developed Workflows, a system that will automate your case management workload.

Workflows are a powerful tool to use, as you can indicate what you want the system to do automatically, depending on the text or an email response you receive from clients, volunteers, and other organizations. 

Here’s how you can create an automated follow-up workflow in CCM.

Step 1: Click on the ‘Companion Case Management’ tab then workflows.

On the manage workflows screen, you can view and edit the list of all your organization’s workflows.

Step 2: To create a new workflow, click the plus sign button.

Step 3: Label the workflow by clicking the pencil edit button near the workflow name.

Step 4: Type in your desired workflow name then click ‘Save’. 

Step 5: Click the time delay button to insert a period of time that the system has to wait to see if the client responds to your initial email.

Step 6: Set the number of hours and days that the system would wait if the client responds to your initial message.

Step 7: Click the plus sign button below the time delay to set the next action to be done, in this case, sending a follow-up email.

Step 8: Click the ‘Email’ button.

Step 9: Select the email template from the dropdown. If you haven’t created an email template, head to this tutorial.

Step 10: Type in the ‘Send Email To’ field to who you want to send the follow-up email. By default, it will be sent to the case contact, but it can be modified to a specific email address too. 

The workflow will be broken down into two branches, depending on whether you will get a response from your client.

If you get a response, It will go to the YES branch and the system will read it as the end of the workflow.

If you there is no response, then it will go to the NO branch. You can set up a follow-up again by doing steps 7 to 10.

Step 11: You can either save the workflow as a draft or save and publish it.

It may be a complicated process, but once you get the hang of making workflows, all your communications will become easier and faster! 

If you have any questions, reach out to our wonderful support team at Alternatively, you can initiate a chat with us by clicking the help button on the lower right-hand side of the screen


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