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The Automation Handbook
Using Templates, Campaigns and
Workflows to automate operations
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Table of Contents
Introduction to Templates, Campaigns and Workflows ............................................................................. 3
Overview - Setting Up Automated Workflows ......................................................................................... 4
About Templates ...................................................................................................................................... 4
About Campaigns ..................................................................................................................................... 6
About Recipient Groups ........................................................................................................................... 6
About Workflows ...................................................................................................................................... 6
Sales Automation ......................................................................................................................................... 9
Franchise Welcome.................................................................................................................................. 9
Application Workflows ........................................................................................................................... 13
FDD ........................................................................................................................................................ 16
Validation ............................................................................................................................................... 18
Discovery Day ........................................................................................................................................ 21
Franchise Dead Lead ............................................................................................................................ 23
Info Mgr Automation ................................................................................................................................. 28
General Liability Insurance Expiration ................................................................................................. 28
Franchise Renewal ................................................................................................................................ 29
Customer Feedback .............................................................................................................................. 30
FDD – 14 Day Holding Period Expired ................................................................................................. 31
14 Days Since Franchisee Last Contacted ......................................................................................... 32
Lease Expiration .................................................................................................................................... 33
Franchise Location Termination ........................................................................................................... 34
Franchise Location Transfer ................................................................................................................. 35
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Important Note: Before you build a workflow, check your Inactive Workflows! FranConnect
systems installed with the FastTrack package have many of these workflows built in.
Introduction to Templates, Campaigns and Workflows
Tasks that you do over and over can be automated, using tools in FranConnect. The three tools most
frequently used are templates, campaigns, and workflows.
Templates are the foundation for campaigns but can also be used to standardize single emails you
send to leads. For example, if every lead receives the same email from you at an undefined time
during the sales process, you may create a template without assigning the template to a campaign.
In this case the template is available for use whenever appropriate as a standardized email that
goes out to the lead. The easiest way to create a template is to edit one that FranConnect has
already provided.
Campaigns are groups of email templates, arranged to be sent in a defined order. They can be used
for marketing purposes (“Here is why you should buy our Franchise”, informational purposes (“Here
are details about this event”) or to gather lead data (“Filling out the application is the next step in the
process, click here to fill out the application”).
To automate the delivery of a campaign you create a workflow. Workflows allow you to create system
guidelines for when campaigns are sent, tasks are created, and statuses are changed automatically.
Any of these elements can be used independently – you can make an email template that you send
without a campaign,
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Overview - Setting Up Automated Workflows
Workflows may contain campaigns, which may in turn contain templates and groups to which the
campaign will go.
Both workflows and recipient groups require campaigns to already exist. Campaigns can use pre-
existing templates, or you can build the templates inside the campaign-building interface. Two
potential orders for building these are:
Templates > Campaigns > (Recipient Groups) > Workflow
OR
Campaigns (building templates inside) > (Recipient Groups) > Workflow
Let’s see how each component contributes to the automation process.
About Templates
Templates let you design email communications that show off your brand, and are personalized to
the recipients.
You can choose from pre-built layouts and customize with your own artwork, or you can build your
own templates from scratch or using HTML code that you already have. For tips on using existing
HTML code in FranConnect templates, please see the page
http://portland.franconnect.net/help/emaildesignguidelines/
You can customize the content in your emails to include greetings by name, and important
information from the recipient’s record in FranConnnect, such as the expiration date of an insurance
policy. To do this, you use keywords – placeholders for the information. For more about keywords,
see “About Keywords” in the Step by Step guide for the module you’re using – Sales, Information
Manager, or CRM.
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Best Practices for email templates
When designing email templates, keep in mind that you’re sending to a wide variety of recipients,
and you want your message to get into the most inboxes possible (not to be trapped by spam filters),
and to look good to the most people when it gets there, so that they can and will read it. Once they
have read it, you want to point them smoothly to the action you want them to perform.
Template Contents and Design
Grab Them in the Subject Line: Pay special attention to the subject line of your email, since that may
be all of it that your contacts see at first. Customize the subject line to be relevant to your call to
action, and have a personal connection to the contact. Use the keyword in your subject line if
possible to make to personalize your appeal.This will help to improve the delivery rate of your
campaign and reduce the rate at which it gets trapped in spam filters.
Keep it compact: many emails come back undeliverable due to size restrictions by the recipients’
servers. To maximize successful delivery, try to keep the whole email size (including attachment, if
any) within 5 MB. Ideally, Email contents for email marketing should be less than 1 MB.
Image-to-Text ratio: A 60/40 text to image ratio should be maintained for best results. Recipients are
less engaged with long, text-heavy emails, and lots of text can prevent them from easily seeing and
heeding your call to action. Image file sizes need to be considered because a mobile device will not
load images as fast as a desktop or laptop. Large images in your template and large attachments will
impact the email’s size, and therefore the delivery success rate of your campaign. Try to keep the
size of each image at 20k or less. Do not use Flash or gif animations - they won't work and just add
to the overall file size of the email.
Recommended image sizes for email templates:
• Banner image width - 600px
• Image size for one column - 574px
• Image size for two column - 274px
• Image size for three column - 174px
• Recommended file size - below 1mb (not more than 5mb)
• Recommended file resolution - 72 PPI
• Color mode - RGB
• File Type - JPG, PNG
Optimize your calls-to-action (CTAs) - In the email content, there should be very specific and limited
"Call to Action" links or buttons. Emails containing more links are often marked as spam based on
recipient server spam filter settings.
Keywords: using keywords can give your email a personal touch, but for large campaigns they can
also slow down the delivery rate of emails. Use fewer keywords based on email content ratio, and
your campaigns will be sent at a faster rate.
Alt tag usage - Alt tags are snippets of text related to an individual image that are commonly used in
email so that before an image loads, the user has an idea of what the image is, what the offer might
be, or the overall theme of the email. You can define alt text in the template using the editor.
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Save time and reinforce your branding by re-using Existing Templates - Select an existing template
and use 'Copy and Customize' to create a new template. Don’t forget to change the subject line and
make sure to update the email subject to make it more personalized
About Campaigns
Campaigns are typically groups of emails that are sent out to recipients who meet specific criteria.
Those criteria could be met individually, like being added to the system or having a status change, or
as a group, for example all people whose insurance expires in the same month, or people assigned
to a Recipient Group.
Sales module campaigns go out to potential franchisee candidates. CRM module campaigns go to
potential leads of your franchisees. When setting up a CRM campaign, you can set up the campaign
to apply to ALL locations (a Master Campaign), or assign it to apply to selected franchises.
In addition, you can choose to set up a CRM campaign as a “drip” campaign, which means that you
can define multiple emails to be sent at intervals you define, all as part of the same campaign.
Information Manager campaigns go to franchisees.
When should I use campaigns vs. emails in a workflow?
Campaigns can be tracked, which often makes it worth setting up a campaign and a template even
when you have only one email to send. A good rule of thumb is to use campaigns for external emails,
and embed emails directly into a workflow only for internal emails, such as reminders or information
emails to corporate staff.
About Recipient Groups
Groups are mailing lists of recipients who match a set of criteria you define based on fields in their
profiles. You can build a static group by defining the group once and associating leads, or you can
build an automated (Smart) group, which will add new recipients into the group as they enter the
system.
Groups can only be associated with one status-based campaign at a time. They can be associated
with multiple promotion-based campaigns.
About Workflows
Workflows set up actions that can be kicked off automatically, based on another (triggering) action
that takes place in FranConnect. You can choose for an action to happen for all leads or locations, or
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you can have it happen to only seom locations, based on conditions. The illustration below shows an
example of what might be automated for a new lead coming into the system.
The trigger is the event that kicks off the workflow actions. You can trigger a workflow in different
cases, depending on which module you’re working in. The chart below shows what triggers can be
used in each module that has workflow capability.
Sales
Information Manager
CRM
Record is added/modified
Record is added/modified
Record is added/modified
Based on date associated with
record
Based on date associated with
record
Events:
Lead signs FDD
Lead fills out a specified web
form
First activity logged
Specified campaign is sent to a
lead
Call is logged
Email sent to lead
Lead status changed
When specified candidate
portal activity is logged
Events:
Location signs FDD
Location fills out specified web form
First activity logged
Specified campaign is sent
Call is logged
Email is sent
Data update request
approved/rejected
Location transferred/terminated
Last contacted date is past N days
Last visit date is past N days
Visit scheduled/completed
Customer complaint is logged
Events:
Existing contact fills out a
specified web form
Transaction is created
Opportunity is created
First activity logged
Status changed
What’s the difference between a status-driven campaign and a workflow based on a status
change?
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In a workflow, the status change is an event, meaning that the initiation of that status kicks off the
workflow. A campaign will continue to progress as long as the lead stays in that status, and will stop
when that lead moves out of the status, even if the status is not complete.
Conditions let you target specific leads or locations to have the action performed. For example, not
ALL killed leads would warrant a follow-up campaign, but it might be desirable to send a 90-day
follow-up email to leads who were killed for non-response, or who indicated that they were deferring
their decision. The chart below shows what conditions can be used in each module that has workflow
capability.
Sales
Information Manager
CRM
Franchisee Type: one or more
• Corporate
• Active
• In Development
Leads vs. Contacts
You can make conditions based on values for one or more fields in the record, including fields that you add.
Actions are the instructions you give for what happens when the conditions are met. The same
workflow can kick off several actions, for example sending an email to a lead and adding a task to
the lead owner to follow up with a call. The chart below shows what actions can be used in each
module that has workflow capability.
Sales
Information Manager
CRM
Send email campaign
Change status
Send email
Create task
Change candidate portal status
Send Email
Send Campaign
Create Task
Send email campaign
Change status
Send email
Create task
Create task: You can create a task, designate a task type and a priority, and assign it to the lead
owner by role, or to one or more people explicitly from a list. You can schedule that task to
happen immediately, after an interval, or have no due date (a “timeless” task).
Change status or candidate portal status: You can advance a lead along the sales pipeline by
assigning a new status from the list.
Send email: You can send an email to anyone you designate. Note: typically, this is used for internal
emails only, because no tracking statistics apply to an email created in the workflow directly.
Send email campaign: You can set up one email or a series of emails to be sent to recipients you
designate. You can also report on the results of the emails, making this a preferred way to
send emails to leads or franchisees.
Detailed steps for creating these actions can be found in the Help Center, accessible from the
FranConnect product.
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Sales Automation
This section gives you the specifications to create templates, campaigns and workflows to
accomplish your automation objectives. For step-by-step instructions, please see the Help Center in
the FranConnect product.
Franchise Welcome
You can paste the text of any listed template into the template in your FranConnect instance. Be sure
to change out the graphic labeled “Company Name” with your own corporate logo and customize any
areas that are highlighted in yellow to your own company’s information.
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Franchise Welcome Workflow
Business Need
When a new lead is added, send an email to the lead thanking them for their inquiry, and send the
lead owner a task to inform them that a new lead is in their queue.
Summary
TRIGGER
ACTIONS
Lead is Added to the
System
1) Send CAMPAIGN to the new lead
2) Send TASK to the lead owner
CONDITIONS
Step by Step
PREPARATION - build necessary templates and workflows before adding workflow
Templates
Franchise Welcome Template
Campaigns
Franchise Welcome Campaign
WORKFLOW DETAILS
Type
Standard – Lead is Added
Trigger
When do you want to execute this workflow?
When a new lead is added to the system
Condition
Which leads do you want to execute this workflow on?
All Leads
Workflow
Perform following action(s) when this workflow is executed
Send Email Campaign – Thank you for your inquiry!
Notes
Franchise Welcome Campaign
Using a campaign will enable you to check on receipt, open and click rates for this email later.
PREPARATION
Templates
Franchise Welcome
CAMPAIGN DETAILS
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Franchise Welcome Template
This template has placeholders for videos about your company (the blue squares). In addition to
editing the company name graphic and the highlighted text, you will want to insert your pictures with
links to appropriate web pages where the blue squares are.
The formatting for this template is too complex to include in this
guide. If you would like HTML code for this template, contact your
FranConnect representative.
To use the HTML code, open your template and drag a One
Column block onto the template workspace, then hover over the
block to get the content menu. Navigate to the “Edit HTML”
( <> ) icon, and in the Edit HTML screen, replace all the text with
text you copy from the .txt file for the template. Click Update, and
then customize your template!
The screenshot below shows where to find the block and the
menu item.
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Application Workflows
Application Invitation Workflow
Business Need
When a lead advances to the step of being ready to attend a Discovery Day, send an email with
information on how to prepare for Discovery Day.
Summary
TRIGGER
ACTIONS
Lead Status Changes to
Discovery Day
1) Send CAMPAIGN to the new lead
CONDITIONS
Step by Step
PREPARATION - build necessary templates and workflows before adding workflow
Templates
Application Invite
Campaigns
Application Invite
WORKFLOW DETAILS
Type
Event Based
Trigger
When do you want to execute this workflow?
When Lead Status is changed TO Application FOR All Territories
Condition
Which leads do you want to execute this workflow on?
All Leads
Workflow
Perform following action(s) when this workflow is executed
Send Email Campaign – Apply to be a Franchise Owner
Notes
Application Invite Campaign
Using a campaign will enable you to check on receipt, open and click rates for this email later.
PREPARATION
Templates
Application Invite
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CAMPAIGN DETAILS
Campaign
Set sender name and reply address
Send the first email: After this many days – 30
Associated Template: Dead Lead
Used in
Application Invitation Workflow
Application Invite Template
Paste the text on the right
into your template and
customize the highlighted
items.
Dear $FIRST_NAME_33_1$ $LAST_NAME_33_1$,
Thank you for your continued interest in our
Franchise. Please use this link to formally apply for
our franchise opportunity.
$QUALIFICATION_DETAILS_URL$
Please let me know if you have any questions.
Thank you,
$OWNER_SIGNATURE$
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Application Received Workflow
Business Need
When a lead returns an application, change their status to “Application Received” and send a task to
the lead owner to let them know that the application is awaiting their review.
Summary
TRIGGER
ACTIONS
Lead Status Changes to
Discovery Day
1) Change Status to “Application Received”
2) Create Task “A Lead has completed the application”
CONDITIONS
Step by Step
PREPARATION - build necessary templates and workflows before adding workflow
Templates
(none)
Web forms
Lead Application Details (included in FranConnect)
WORKFLOW DETAILS
Type
Event Based
Trigger
When do you want to execute this workflow?
When a Lead fills out the Web Form – Lead Application Details
Condition
Which leads do you want to execute this workflow on?
All Leads
Workflow
Perform following action(s) when this workflow is executed
Change Status to “Application Received”
Create Task – assign to Owner, schedule task time Immediate, fill in the message you
would like the owner to receive.
Notes
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FDD
FDD Workflow
Business Need
When a lead is sent the Franchise Disclosure Document (FDD), send an email with information on
how to read an FDD.
Summary
TRIGGER
ACTIONS
Lead Status Changes to
Discovery Day
1) Send CAMPAIGN to the new lead
CONDITIONS
Step by Step
PREPARATION - build necessary templates and workflows before adding workflow
Templates
Discovery Day
Campaigns
Discovery Day
WORKFLOW DETAILS
Type
Event Based
Trigger
When do you want to execute this workflow?
When Lead Status is changed TO FDD FOR All Territories
Condition
Which leads do you want to execute this workflow on?
All Leads
Workflow
Perform following action(s) when this workflow is executed
Send Email Campaign – FDD
Notes
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FDD Campaign
Using a campaign will enable you to check on receipt, open and click rates for this email later.
PREPARATION
Templates
FDD
CAMPAIGN DETAILS
Campaign
Set sender name and reply address
Send the first email: As soon as the campaign is associated with recipients
Associated Template: FDD
Used in
FDD Workflow
FDD Template
Paste the text on the right
into your template and
customize the highlighted
items.
Dear $FIRST_NAME_33_1$ $LAST_NAME_33_1$,
Thank you for your continued interest in our Franchise . Now
that you've received the Franchise Disclosure Document
(FDD), you probably have a lot of questions. I would love to
schedule some time to review the FDD with you.
Please select a time from my calendar: INSERT LINK TO
CALENDLY
In the meantime, here are useful articles from the International
Franchise Association about the information listed in the FDD
and the key items you need to know when reading the FDD.
What Information is Found in the FDD
What are the Key Items in the FDD
Please let me know if you have any questions, I look forward
to your response.
Thank you,
$OWNER_SIGNATURE$
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Validation
Validation Workflow
Business Need
When a lead advances to the step of Validation, send an email with some existing franchisee
testimonials.
Summary
TRIGGER
ACTIONS
Lead Status Changes to
Discovery Day
1) Send CAMPAIGN to the new lead
CONDITIONS
Step by Step
PREPARATION - build necessary templates and workflows before adding workflow
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Templates
Discovery Day
Campaigns
Discovery Day
WORKFLOW DETAILS
Type
Event Based
Trigger
When do you want to execute this workflow?
When Lead Status is changed TO Discovery Day FOR All Territories
Condition
Which leads do you want to execute this workflow on?
All Leads
Workflow
Perform following action(s) when this workflow is executed
Send Email Campaign – Discovery Day
Notes
The Status “Discovery Day” shown are the ones preconfigured in the Devel FastTrack package…your
Status “Discovery Day” may vary. Choose accordingly from your system’s Discovery Day-related
status.
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Validation Template
This template has placeholders for pictures of existing franchisees. In addition to editing the
company name graphic and the highlighted text, you will want to insert your pictures with links to
appropriate videos, if you have them.
The formatting for this template is too complex to include in this guide.
If you would like HTML code for this template, contact your
FranConnect representative.
To use the HTML code, open your template and drag a One Column
block onto the template workspace, then hover over the block to get
the content menu. Navigate to the “Edit HTML”
( <> ) icon, and in the Edit HTML screen, replace all the text with text
you copy from the .txt file for the template. Click Update, and then
customize your template!
The screenshot below shows where to find the block and the menu
item.
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Discovery Day
Discovery Day Workflow
Business Need
When a lead advances to the step of being ready to attend a Discovery Day, send an email with
information on how to prepare for Discovery Day.
Summary
TRIGGER
ACTIONS
Lead Status Changes to
Discovery Day
1) Send CAMPAIGN to the new lead
CONDITIONS
Step by Step
PREPARATION - build necessary templates and workflows before adding workflow
Templates
Discovery Day
Campaigns
Discovery Day
WORKFLOW DETAILS
Type
Event Based
Trigger
When do you want to execute this workflow?
When Lead Status is changed TO Discovery Day FOR All Territories
Condition
Which leads do you want to execute this workflow on?
All Leads
Workflow
Perform following action(s) when this workflow is executed
Send Email Campaign – Discovery Day
Notes
The Status “Discovery Day” shown are the ones preconfigured in the Devel FastTrack package…your
Status “Discovery Day” may vary. Choose accordingly from your system’s Discovery Day-related
status.
Discovery Day Campaign
Using a campaign will enable you to check on receipt, open and click rates for this email later.
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Discovery Day Template
Paste the text on the right
into your template and
customize the highlighted
items.
Hi $FIRST_NAME_33_1$ $LAST_NAME_33_1$,
We're looking forward to having you come to our Discovery Day
and meet our corporate team. We want you to get a good feeling for
what Franchisor is all about. If you've never been to a Discovery
Day, you may find this article helpful.
How to Get the Most out of a Franchise "Discovery Day"
As always, if you have any questions please don't hesitate to ask.
Thank you,
$OWNER_SIGNATURE$
Franchise Dead Lead
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Dead Lead Re-Campaign Workflow
Business Need
30 days after a lead is placed in Killed Lead status, for the reason “deferred decision”, an email is
sent to the killed lead asking for feedback on why the decision was deferred.
Summary
TRIGGER
ACTIONS
Email is placed in Dead
Lead Status
1) Send CAMPAIGN to the dead lead after 90 days
CONDITIONS
Reason IN Deferred Decision,
No Response
Step by Step
PREPARATION - build necessary templates and workflows before adding workflow
Templates
Dead Lead
Campaigns
Dead Lead
WORKFLOW DETAILS
Type
Event Based
Trigger
When do you want to execute this workflow?
When Lead Status is changed TO Dead Lead FOR All Territories
Condition
Which leads do you want to execute this workflow on?
Field: Lead Killed Reason
Condition: IN Deferred Decision, No Response
Workflow
Perform following action(s) when this workflow is executed
Send Email Campaign – Dead Lead Campaign
Notes
The Lead Killed Reasons shown are the ones preconfigured in the Devel FastTrack package…your
lead killed reasons may vary. Choose accordingly from your system’s Killed Lead Reasons.
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Dead Lead Template
Paste the text on the right
into your template and
customize the highlighted
items.
Hello $FIRST_NAME_33_1$ $LAST_NAME_33_1$,
I am writing because it has been a while since I heard from
you. If you've decided not to purchase a franchise or have
purchased another brand, I would love to know. Any
feedback you have is welcome as it only helps us to achieve
our franchise growth goals moving forward.
Thank you,
$OWNER_SIGNATURE$
$QUALIFICATION_DETAILS_URL$
Please let me know if you have any questions.
Thank you,
$OWNER_SIGNATURE$
Used in the Dead Lead Campaign and the Dead Lead Workflow
PREPARATION
Templates
Dead Lead
CAMPAIGN DETAILS
Campaign
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Dead Lead Campaign
PREPARATION
Templates
Dead Lead
CAMPAIGN DETAILS
Campaign
Set sender name and reply address
Send the first email: After this many days – 30
Associated Template: Dead Lead
Used in
Dead Lead Workflow
Campaign
PREPARATION
Templates
CAMPAIGN DETAILS
Campaign
Set sender name and reply address
Send the first email: After this many days – 30
Associated Template: Dead Lead
Used in
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Info Mgr Automation
General Liability Insurance Expiration
Business Need
45 days prior to the expiration date of the insurance policy on record, all Corporate and Active
Locations will receive an email with a link to the General Liability Insurance web form requesting that
they update the policy information and provide a copy.
Summary
TRIGGER
ACTIONS
Insurance Expiration Date
2) Send EMAIL to franchise CONTACT EMAIL 45 days
before insurance policy expiration date
CONDITIONS
All Corporate, All Active
Step by Step
PREPARATION - edit necessary templates, workflows, and web forms before adding workflow
Templates
General Liability Insurance Expiration
Campaigns
Web form
General Liability Insurance
WORKFLOW DETAILS
Type
Date Based
Trigger
When do you want to execute this workflow?
Choose a Date Field: Insurance Expiration Date
Date of Execution: Before - 45 day(s)
Condition
Which Locations do you want to execute this workflow on?
Select Franchisee Type: All Corporate, All Active
Workflow
Perform following action(s) when this workflow is executed
Send Email: Expired General Liability Insurance
Exisiting Email Template: Expired General Liability Insurance
To: Center Email
Notes
The General Liability Web Form is set to update the franchisee record ONLY AFTER receiving
approval under Data Update Requests. Someone from your team will need to approve the form
before it enters the franchisee record. You can send this email to another address instead of the
Center Email.
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Franchise Renewal
Franchise Renewal Workflow
Business Need
365 days prior to the Term Expiration Date of the franchise location, all Active Locations will receive
an email reminding them that their renewal is coming up in one year and that they will need to
submit their intent to renew. 180 days later (6 months prior to the term expiration date) they will
receive a six-month reminder to submit their intent to renew.
Summary
TRIGGER
ACTIONS
Term Expiration Date
1) Send CAMPAIGN (includes 2 email templates) to
franchisee 365 days before Term Expiration Date.
CONDITIONS
All Active
Step by Step
PREPARATION - edit necessary templates, workflows, and web forms before adding workflow
Templates
One Year Franchise Renewal Template
Six Month Franchise Renewal Template
Campaigns
One Year and Six-Month Renewal Campaign
Web form
WORKFLOW DETAILS
Type
Date Based
Trigger
When do you want to execute this workflow?
Choose a Date Field: Term Expiration Date
Date of Execution: Before - 365 day(s)
Condition
Which Locations do you want to execute this workflow on?
Select Franchisee Type: All Active
Workflow
Perform following action(s) when this workflow is executed
Send Campaign – One Year and Six Month Renewal Campaign
Notes
The one-year renewal reminder can be removed from the campaign if you only want to remind your
franchisees at six months.
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Customer Feedback
Customer Feedback workflow
Business Need
When customer feedback is logged, a task will be created for a member of the corporate team to
review the feedback with the franchisee.
Summary
TRIGGER
ACTIONS
When a Customer
Complaints is logged
1) Create Task for corporate team member to review
customer feedback with franchisee.
CONDITIONS
All Active
Step by Step
PREPARATION - edit necessary templates, workflows, web forms and tasks.
Templates
Campaigns
Web form
Customer Feedback
Task
New Feedback from Customer – Add Corporate Team Member
WORKFLOW DETAILS
Type
Event Based
Trigger
When do you want to execute this workflow?
When a Customer Complaints is logged
Condition
Which Locations do you want to execute this workflow on?
Select Franchisee Type: All Active
Workflow
Perform following action(s) when this workflow is executed
Create Task – New Feedback from Customer
Notes
The task to notify a corporate team member has already been created, assign the task to the team
member.
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FDD – 14 Day Holding Period Expired
Business Need
After a Franchisee is sent the FDD at Renewal, someone at corporate can be notified, via a task, that
the holding period has expired.
Summary
TRIGGER
ACTIONS
Date Holding Period
Requirements Expire by
FDD
1) Create Task for corporate team member to engage
franchisee after holding period requirements expire.
CONDITIONS
All Active
Step by Step
PREPARATION - edit necessary templates, workflows, web forms and tasks.
Templates
Campaigns
Web form
Task
Holding Period Requirements Expired – Add Corporate Team Member
WORKFLOW DETAILS
Type
Date Based
Trigger
When do you want to execute this workflow?
Date Holding Period Requirements Expire by FDD
Condition
Which Locations do you want to execute this workflow on?
Select Franchisee Type: All Active
Workflow
Perform following action(s) when this workflow is executed
Create Task – Holding Period Expired for Franchisee
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Notes
The task to notify a corporate team member has already been created, assign the task to the team
member.
14 Days Since Franchisee Last Contacted
Business Need
When someone from the corporate team has not contacted the franchisee in 14 days, someone on
the corporate team will receive a task to contact the franchisee.
Summary
TRIGGER
ACTIONS
When last contacted date is
not updated for X days
1) Create Task for corporate team member to engage
franchisee after 14 days have passed since last contact.
CONDITIONS
All Active
Step by Step
PREPARATION - edit necessary templates, workflows, web forms and tasks.
Templates
Campaigns
Web form
Task
Franchisee has not been engaged in 14 days – Add Corporate Team Member
WORKFLOW DETAILS
Type
Event Based
Trigger
When do you want to execute this workflow?
When last contacted date is not updated for X days
14 days
Condition
Which Locations do you want to execute this workflow on?
Select Franchisee Type: All Active
Workflow
Perform following action(s) when this workflow is executed
Create Task – Contact Franchisee
Notes
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The task to notify a corporate team member has already been created, assign the task to the team
member.
Lease Expiration
Business Need
90 days prior to the lease expiring for the location, an email is sent to the franchisee reminding them
that their lease is about to expire.
Summary
TRIGGER
ACTIONS
Lease Expiration
1) An email is sent to the franchisee letting them know
their lease is about to expire in 90 days.
CONDITIONS
All Active
Step by Step
PREPARATION - edit necessary templates, workflows, web forms and tasks.
Templates
Lease Expiration
Campaigns
Web form
Task
WORKFLOW DETAILS
Type
Date Based
Trigger
When do you want to execute this workflow?
Choose a Date Field: Lease Expiration
Date of Execution: Before- 90 days
Condition
Which Locations do you want to execute this workflow on?
Select Franchisee Type: All Active
Workflow
Perform following action(s) when this workflow is executed
Send Email: Lease Expiration
Existing Email Template: Lease Expiration
To: Center Email
Notes
You can send this email to another address instead of the Center Email.
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Franchise Location Termination
Business Need
After a location is terminated multiple team members are assigned tasks to complete termination
items.
Summary
TRIGGER
ACTIONS
When a Location is
terminated
1) Tasks are assigned to responsible parties when a
location is terminated.
CONDITIONS
All Active
Step by Step
PREPARATION - edit necessary templates, workflows, web forms and tasks.
Templates
Campaigns
Web form
Task
Complete Termination Process
WORKFLOW DETAILS
Type
Event Based
Trigger
When do you want to execute this workflow?
When a Location is terminated
Condition
Which Locations do you want to execute this workflow on?
Select Franchisee Type: All Active
Workflow
Perform following action(s) when this workflow is executed
Create Task: Complete Termination Process
Notes
Edit the recipient of the task, the subject and description to meet your business process. More than
one task can be created for this trigger to accommodate the many things that need to be done by
members of your team upon location termination.
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Franchise Location Transfer
Business Need
After a location is transferred multiple team members are assigned tasks to complete transfer items.
Summary
TRIGGER
ACTIONS
When a Location is
transferred
1) Tasks are assigned to responsible parties when a
location is transferred.
CONDITIONS
All Active
Step by Step
PREPARATION - edit necessary templates, workflows, web forms and tasks.
Templates
Campaigns
Web form
Task
Location Transfer Task
WORKFLOW DETAILS
Type
Event Based
Trigger
When do you want to execute this workflow?
When a Location is transferred
Condition
Which Locations do you want to execute this workflow on?
Select Franchisee Type: All Active
Workflow
Perform following action(s) when this workflow is executed
Create Task: Location Transfer Tasks
Notes
Edit the recipient of the task, the subject and description to meet your business process. More than
one task can be created for this trigger to accommodate the many things that need to be done by
members of your team upon location transfer.
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