Sugar Advanced Workflow: All You Need To Know

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SugarCRM aims to provide its users with the best possible experience when it comes to managing their CRM platform and driving their business process to maximum efficiency. Amongst the range of useful functionalities it provides, the advanced workflow is perhaps the best way to improve an organization’s day-to-day performance, without compromising on quality and customer satisfaction.

The Sugar advanced workflow is a business management tool first introduced in Sugar 7.6, aiming to streamline common business processes and increasing overall efficiency by automating them. With the help of the advanced workflow, users can set up certain business processes, which must be completed in a simplified and streamlined manner, to be completed automatically. 

The basic purpose of the Sugar advanced workflow is to leave the routine tasks to automation, thereby freeing up valuable time and resources for users to concentrate on more important tasks that cannot be automated. Should they avoid any basic pitfalls when implementing Advanced Workflow, businesses can leverage this functionality to ensure success and continuous self-improvement.

So what exactly does using the Sugar advanced workflow entail? And what benefits does it yield to the user? Let’s dive in to find out!

Advanced Workflow Modules

The advanced workflow uses four interconnected modules to define the entire automation process. Each module brings unique functionalities to the overall process of designing, building, and setting up a workflow. These modules can be configured and viewed by any system administrator. As far as the regular users are concerned, they can get access to specific modules or workflows should their roles require developer access. All remaining users are not able to access these modules.

Process Definitions

The process definition module details the way the entire business process is set up. A definition consists of a series of activities that need to be carried out in a certain sequence and might involve multiple steps, all interconnected and organized in such a way that the desired outcome is reached. The definitions also include the start and end of a process, as well as the relationship that two or more activities share with each other.

Processes

Once a process definition is run, an instance of a process is created. A process could include any activity, such as managing approvals, call triaging, or invoicing. Multiple instances of the same process could be run at a time, creating multiple simultaneous processes. The processes module is the only module visible to all the users of the Sugar platform. Both from the dashlet and the list view, users are able to keep an eye on the processes currently running and review any changes or inputs required. 

Process Business Rules

A process business rule forms a constituent of the process definition and is a set of conditions and regulations regarding any business policy or data management procedure. It acts as a set of rules according to which new data can be inferred, based on what is previously available. It can also be used to delegate tasks and duties of certain nature to those specifically equipped to handle them. In this way, an efficient method of defining and carrying out business processes is made.

Process Email Templates

If an event of any significance occurs during a process definition, it is important to notify relevant parties about it. The process email templates are used for this purpose and users can search for the desired template from a list view. The features on the list view include a search filter, a preview option, favorite designation, and much more. These email templates can be edited, deleted, and shared.

Steps To Automate A Business Process

In order to set up Sugar advanced workflow, users need to understand the way the process modules work. The overall procedure is simple and easy to run, which would allow any user, who is not necessarily proficient in software deployment, to use the interface without difficulties:

  • Create a dashboard: Creating a separate dashboard for the advanced workflow enables quick and easy access to users for all future processes. 
  • Create a process business rule: Users must create one or more business process rule that must be used in the process definition. The rule could be anything that reflects the way the organization handles its business.
  • Set up a process email template: As with the business rule, users must have at least one process email template set up so as to notify users of any important developments during an instance.
  • Build a process definition: This part requires users to access the Process Designer canvas and build a workflow that they would like to automate.
  • Process Management: Finally, the users need to deploy the definition built in the previous step. Multiple workflows can work simultaneously with each other and users can keep an eye on the process. Certain functions, such as re-assignment, repair, and cancellation, can be carried out by the users.  

Benefits Of Sugar Advanced Workflow

The Sugar advanced workflow allows vendors to get a clear understanding of the exact business processes that are carried out on a day-to-day basis and gives a holistic view of the operational details. Setting up the workflow also enables employees to dedicate more time to high priority tasks and automate the repetitive, easy to implement ones. This frees up a considerable amount of time and labor otherwise spent on time-consuming and mundane tasks.

 Having delegated the everyday tasks to the workflow, the employees can focus on the bigger activities at hand, such as improve customer service and make executive decisions that help the organization move forward and diversify. Furthermore, the Process Business Rules allow the business to delegate certain tasks to relevant employees as per their expertise. 

The Bottom Line!

The Sugar advanced workflow enables users to customize workflows in their SugarCRM platform in such a way that they experience streamlined and more optimized business operations. With the help of Rolustech, you can take it a step further and customize your Sugar platform to match your exact needs, from workflows to module customizations and even themes for personalization. Our team of experts is ready to help you!

Rolustech is a SugarCRM Certified Developer & Partner Firm. We have helped several firms with various SugarCRM Integration and customization. Contact us today for your FREE consultation session. We will be happy to assist you.

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