Statuses and Actions
How to Design a Workflow in Velocify
This guide is intended to provide a fundamental
framework for the initial outline of a customized sales
process in Velocify
Statuses
Statuses are a one or two word description of exactly where a lead is along the sales cycle. It is often thought of as the
‘Disposition’ or ‘State’ of the lead. These should be thought of the most important steps in this process.
Example:
New
Attempting
Contact
Contacted
Processing
When viewing the normal list view of leads, users can clearly see the current Status of every lead. The Status is also
displayed at the top of each lead in the detailed view.
IMPORTANT: Users do not directly change Statuses. Instead, users of Velocify update a lead by taking
Actions.
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Actions
Actions are a description of something a ‘Rep’ or ‘Agent’ would do in the real world. They are the mechanism by which a
user updates leads. Working leads is done by taking Actions. Actions create a complete history of everything that has
been done with a lead, when it was done and who did it.
Example:
Called: Left Message
Called: Contacted
Actions appear in a dropdown menu in the lead. Users will select the
correct Action from those available in the menu, and then click ‘Add
Action’.
Payment Taken
Not Interested - FU
Ineligible
You will determine which Actions appear in the Actions menu, and in what order.
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The Workflow Process
Taking Actions updates the lead and moves it into the correct Status.
Example:
A user makes a 2nd attempt to reach the lead, John Smith. This lead is currently in the ‘Attempting Contact’ Status no one has yet spoken to John. The Agent calls John, and gets him on the phone. The Action “Call: Contacted” is
chosen from Action dropdown menu in the lead – this Action triggers the lead to move to the ‘Contacted’ status.
Attempting
Contact
Called: Left Message
Called: Contacted
Contacted
Called: Left Message
Called: Contacted
Payment Taken
Payment Taken
Not Interested - FU
Not Interested - FU
Ineligible
Ineligible
The correct Action is selected
from the Action Dropdown
menu.
A user may enter a comment,
and then click the ‘Add Action’
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The Workflow Process (continued)
When the user adds the Action, Velocify moves the lead into the correct Status, and the lead’s history (Actions and
Logs) record the Action taken along with notes, the user, and a timestamp.
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Outlining the Velocify Workflow
The ‘Workflow Template’ worksheet accompanying this guide can be used to outline a custom workflow. The
illustration below describes what information should be completed in each ‘Status Box’, and how that information
weaves together a working Sales Process.
When a lead is
in this Status….
If a user were to
select this
Action…
….these are the Actions
that will be available in the
Action Dropdown Menu
…. the Status of the
lead would change
to this
In designing the workflow, it is helpful to ask:
1) What Action should someone be able to take when the lead is in X Status? (e.g. If a lead is in the ‘New’ Status,
what are 5, 6 or 7 Actions options an Agent or ‘Rep’ might take)?
2) If a certain Action is taken, what Status should the lead move to – if any? (e.g. When a lead is in the ‘New’
Status and the Action “Called: Contacted” is taken, what Status should the lead move to)?
3) Are there Actions that would make sense when a lead is one Status but not a different Status? (e.g. When a
lead is in the “Deal Closed” Status does it make sense for the Action “Ineligible” to appear in the Action
dropdown menu)?
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Outlining the Velocify Workflow (continued)
The Workflow Template provides an outline to ‘map out’ all Statuses:
Once the Statuses are established the associated Actions can be mapped. Note again, that some Actions are appropriate
when a lead is in a certain Status along our sales path, but wouldn’t make sense under other Statuses:
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Outlining the Velocify Workflow (continued)
Finally, the workflow is tied together - Actions are linked with the appropriate Status changes:
Note:

An Action may not necessarily always trigger a Status change. For example (using the above workflow as a
reference), a lead is in the ‘Processing’ status; an Agent may call this lead to obtain additional information or
check-in. The Agent updates the lead by taking the Action “Called: Left Message” to record his activity with
this lead. However, the lead is still in the ‘Processing’ status. Nothing about where this lead is along our sales
cycle has changed.

Obviously, a lead can only change to a Status that already exists in the template. For example (using the
above workflow as a reference), a lead in the ‘New’ Status shows ‘Payment Taken’ as one of the Action
options. This Action would not be linked to a Status called ‘Selling’, because no such Status exists in our
workflow plan.
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