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.
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.
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:
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.
