2. Department Workflows & Fields - Shape Software - Automate your business!

Step 2: Department Workflows & Fields

System Customization: Understanding & Defining Department Workflow Tabs & Fields

Defining Departments, Workflow Tabs & Fields

After establishing record types, the next step is defining the various departments, and what they can see and do within that record type. By having various departments, this allows for multiple users to be assigned to the same record.

What Are Workflow Tabs?

Workflow tabs are the tabs that you see when you open up a record. Each tab has defined fields and functionality related to the selected tab. It is recommended to organize your tabs in a left to right intuitive order. This makes it easy for users to understand the information and steps they are instructed to take.

Department Workflow Tabs: The workflow tabs are what is referred to in the outlined rectangle above. The workflow tabs for the “Loan Officer” Department start with Lead Details and end with Contact Log.

How Do Record Types Relate To Workflow Tabs?

The example below outlines how record types, departments, and workflow tabs relate. For the “Loan Officer” department, the workflow for a Lead record type is less comprehensive than a Prospect record type in part because a lead may be someone that you just have the basic contact information for, whereas a prospect may be someone that you’re actively engaged with.

Leads Workflow: Viewing as the “Loan Officer” Department, the leads workflow covers lead details and outlines call scripts, a price calculator, a calendar for future and past appointments, marketing flyers, uploads, and a contact log.
Prospect Workflow: Viewing as the “Loan Officer” Department, the prospects workflow covers the same workflow tabs as leads, but expands into a quick application, assigning realtors and associates to the loan, and loan tracking.

How Do Workflow Tabs & Departments Relate?

A sales department rep may see and perform different tasks compared to a customer service department rep. Because of this, Shape allows you to define each departments workflow. See images below for more explanation:

“Loan Officer” Workflow: Viewing as the “Loan Officer” Department, the prospects workflow covers the information and functionality required by a loan officer.
“Processor” Workflow: Viewing as the “Processor” Department, the prospects workflow covers different processes compared to loan officer because the users perform different tasks.

Admins and users that are assigned to multiple departments will have the department dropdown as outlined in red above images (Loan Officer & Processing). Those users will be able to select from the dropdown which workflow they need to see. Once selected, the workflow tabs will reload to reflect that department’s tabs and fields.

Defining Fields

Fields are a way to input data. Fields are typically organized in sections on each tab. Shape utilizes Ajax saving, which means that the data is automatically saved after each input is filled out, no need to hit a “Save” button. Ajax saving reduced data loss by browser refresh or exiting out of a page accidentally. Fields & functionality are organized onto each tab. Some fields that may overlap (such as first name, last name etc. in the images above — lead details & quick app tabs) can be synced between tabs to eliminate double entry.

Fields & Tab Organization: In the example screenshot above, the subject property related fields are organized on the “Property” tab.

Frequently Asked Questions

Yes! The order in which the workflow tabs appear can be adjusted in “Manage Departments” settings page. You can remove, re-order, and add tabs that are currently in your system.

If you need to add a new custom tab, you do have to request the change from Shape. After discovery of the changes and functionality you want and need, Shape will provide you with a statement of work (SOW) for the time and will give you an estimated turnaround time. Turnaround times depend on the level of complexity of the tab customizations as well as Shape’s current workload.

If you need to add custom fields, you do have to request the change from Shape. After discovery of the changes and functionality you want and need, Shape will provide you with a statement of work (SOW) for the time and will give you an estimated turnaround time. Turnaround times depend on the level of complexity of the tab customizations as well as Shape’s current workload.