Pivotal CRM | Datasheet

Pivotal® CRM Application Workflow Management

The Pivotal CRM Application Workflow Management module saves companies time and money while empowering them to precisely model their unique processes.

•Define tailored workflows without custom coding

• Leverage workflow templates to easily create data-driven workflows of varying levels of complexity

• Assign sequential or concurrent steps and automatically notify the task owner

• Access workflow information easily through handy dashboard elements

• Interact fluidly with third-party applications and data sources

•Report on workflow data to track performance and identify process bottlenecks

To learn more about the Pivotal CRM Application Workflow Management module and how it can address your firm’s unique needs, call +1 877-PIVOTAL (+1 877-748-6825).

The Pivotal CRM Application Workflow Management module empowers business analysts and CRM “super users” to define, apply, and manage tailored data-driven workflows, enabling companies to quickly and cost-effectively implement their unique business processes within the CRM system.

With most enterprise systems, custom workflows require custom development, making them expensive, time-consuming, and complex to implement. The Pivotal CRM Application Workflow Management module eliminates these impediments by giving administrators the ability to create advanced data-driven workflows without custom coding, enabling companies to model their unique processes and achieve a better business fit faster and at a lower cost.

An application module that runs seamlessly within the Pivotal CRM or Pivotal CRM for Financial Services suites, the Application Workflow Management module is part of your Pivotal CRM solution, enabling you to apply workflows to companies, contacts, leads, opportunities, or virtually any other entity within your Pivotal CRM system.

Streamline ProcessesModel your company’s unique processes within Pivotal CRM by creating and applying custom data-driven workflows. Administrators or super users can easily define and manage business workflows consisting of any number of discrete steps, each of which can be composed of multiple sub-steps and/or data entry deliverables. Workflow steps can be designed to run sequentially, or they can be branched to allow multiple steps to be assigned and completed concurrently, accelerating process completion. These steps can be required or optional, and manager approval can be made mandatory for completion of certain tasks. Anticipated time required for individual steps can be set at the template level, enabling due dates for individual steps to be automatically assigned and the expected completion time of the workflow as a whole to be instantly calculated. The module tracks when steps are assigned, started, and completed, allowing useful performance reports to be easily generated and bottlenecks to be clearly identified.

Users can easily view steps assigned to them and the status and due date of each step through a personalized dashboard element on their Pivotal Portal, enabling them to see all assigned tasks at a glance and prioritize accordingly. They can take action on each step simply by clicking on it on the dashboard. They can also click on the workflow itself to get a bigger-picture view of each step as situated in the overall workflow. A “hierarchy” tab groups steps by status for easy visual reference.

Enable CollaborationWorkflow steps can be assigned to specific individual employees or to departments or groups of individuals, allowing tasks to be completed collaboratively or by the first available employee. Managers can also assign steps to individuals at the department level. Dependencies between steps can be easily defined, and the system can automatically notify the assigned party when a previous step is started or completed and the next step is ready for them to initiate.

Each workflow step can consist of any number of sub-steps. Step completion can involve simple check-box ticks or specific tracked deliverables such as data entry—for example, a user might be required to enter a credit-card confirmation number to complete a step. The Pivotal CRM Application Workflow Management module also supports URL-based integrations to third-party systems and data sources, enabling users to easily click through to access required information from external sources without leaving the CRM system. These integrations can reference any field; an account ID field could be used to easily retrieve financial information from your company’s accounting system, for example. This ability to insert parameters into external URLs referenced in workflows allows for easy, cost-effective integration with systems that accept URL parameters.

Streamline processes and collaborate effectively with highly tailored workflows—without custom development

Apply workflows to streamline processes—your way

Experience CRM That’s Built for YouTo learn more about how Pivotal CRM can meet your organization’s unique needs, call us at +1-877-PIVOTAL or visit us at www.PivotalCRM.com.

Copyright © CDC Software 2010. All rights reserved. The CDC Software logo and Pivotal CRM logo are registered trademarks and/or trademarks of CDC Software.

Features DescriptionWorkflow Template Creation and Management

Easily create and manage workflow templates and steps. Edit, delete, and copy workflow templates.

Step Checklists and Data Requirements Create checklists of sub-steps that must be taken to complete a step. List items can include simple checkboxes to indicate completion or data fields that must be populated to complete the step. Each item can be set to be mandatory or optional.

Sequential and Concurrent Steps Accelerate process completion by setting the steps within a workflow to be assigned sequentially or, using a branching logic, to be completed concurrently.

Automatic Step Assignment Assign each workflow template step to an individual or department to implement automatic task assignment whenever the workflow is applied.

E-mail Notifications Set automatic e-mail notifications to the owner of each step at the start or completion of the previous step.

User Dashboard Elements Easily view and access all steps assigned to you or your department through personalized dashboard elements.

Administrator Dashboard Elements View lists of current workflow templates, external URLs, workflows in need of validation, and more through administrator dashboard elements.

Dynamic External URLs Integrate easily with other systems within workflow steps using dynamically generated external URLs that pass CRM data and parameters to third-party applications and open the link within the CRM system.

Entity Compatibility Apply workflows to companies, contacts, leads, and opportunities out of the box, or customize the module to apply workflows to any custom entity within the system.

Template Validation Tool Instantly audit newly created workflow templates to ensure they have no issues and can be applied to the selected entity within the CRM system, then deploy them confidently.

Client Scripts For more complex steps, easily attach client scripts to run when a step is started or completed.

Reporting Report on the time it takes to complete workflows and individual steps to track performance and identify process bottlenecks.

For more complex integrations, workflow steps can be linked to custom code to provide real-time updates to/from other systems or run complex pre-defined workflows that update multiple entities or implement a specific run-off business process.

Users with appropriate permissions can view all workflows applied to an entity such as a company, contact, lead, or opportunity to see the history or identify their current status in the workflow: which steps have been completed, when, and by whom, and which steps have not yet been completed or assigned. Authorized users can also apply a new workflow to an entity simply by selecting a workflow from a library of generic or company-defined templates. For example, when a prospect becomes a customer, an account manager could assign a client on-boarding process to the new customer and initiate all related steps, such as a welcome letter, account set-up, customer record creation, and credit check, automatically assigning each step to the appropriate colleague.

Manage WorkflowsThe administrative interface of the Application Workflow Management module offers special dashboard elements that enable administrators to view, manage, and edit workflow templates right from their portal. Administrators can create and name new steps, templates, and workflows, as well as external URLs and associated parameters. Templates can be copied and modified to save time and effort. The administrator can set whether users are notified by e-mail of step assignments and the stage at which they are notified (i.e., when the preceding step is started or when it is completed).

Administrators can also audit completed workflow templates simply by clicking a “validate” button; this ensures they can be run without problems and deployed with confidence. Furthermore, administrators get an at-a-glance view of how each template is being used and applied and the status of each workflow instance, allowing for easy administration.