Accessing Workflows
Go to app.terros.com
Select Settings from the left sidebar
Click Workflows
Only available to users with the workflow feature enabled
View your list of all workflows
Understanding Workflows
Stages
Stages are the steps in your sales pipeline. Each stage represents where an account sits in your process.
Stage Properties:
Name - Display name (e.g., "Pitched", "Closed")
Color - Visual indicator on map pins and lists
Order - Position in the pipeline (1, 2, 3...)
Scope - Visibility level for reporting
Required Fields - Account fields that must be filled to reach this stage
Restricted - Prevents new account creation at locations with accounts in this stage
Stage Types:
Pipeline Stages - Ordered stages that show sales progression
Other Stages - Non-pipeline stages like "Do Not Knock" or "Archived"
Scope Values:
Self - Only the account owner sees it in their stats
Downline - Visible to user's team and below
Within Restrictions - Visible based on team restrictions
Company - Visible company-wide
Actions
Actions are buttons that move accounts between stages. When a rep taps an action, the account progresses through the workflow.
Action Properties:
Name - Button text (e.g., "Pitch", "Close")
Icon - Visual icon on the action tile
Target Stage - Where the account moves when action is taken (optional - can stay in current stage)
Conditions - Rules that control when action is available
Roles - Which user roles can perform this action
Checkpoints - Required intermediate stages before reaching target
Order - Display order of the action
Checkpoints
Checkpoints ensure accounts pass through required stages before reaching their destination.
Checkpoint Behaviors:
Always - User must confirm passing through this stage
Ask - User is asked if they want to include this stage (optional)
Never - Automatically skip this checkpoint
Example: An action that moves to "Closed" might require passing through "Pitched" first.
Action Conditions
Conditions control when actions appear and can be used.
Available Conditions:
Distance from Property
Rep must be within X meters of the account location
Distance from Action
Rep must be within X meters of where a previous action was taken
Can apply to the same action ("this") or any action ("any")
Time Since
Must wait X milliseconds before taking action again
Can apply to the same action ("this") or any action ("any")
Time of Day
Can only take action during specific hours
Configured as minutes from midnight (e.g., 540 = 9:00 AM, 1020 = 5:00 PM)
Action Count
Must have completed X previous actions
Supports operators: equals, less than, greater than, etc.
Workflow History
Every action is recorded with:
Stage ID - The stage the account moved to
Action ID - The action that was taken (optional)
User ID - Who took the action
Timestamp - When it was taken (UTC milliseconds)
Location - GPS coordinates where action was taken (optional)
Source Status - External system status for migrations (optional)
This creates a complete audit trail for each account.
Auto-Triggers
Stages can automatically transition accounts after a time period:
Configure hours, days, or years
Specify target stage
Account moves automatically when time elapses
Useful for follow-up reminders or automatic expiration.
Creating a Workflow
1. Click "+ Add Workflow"
In the upper right corner, click the "+ Add Workflow" button.
2. Fill in Workflow Details
Required:
Name - Give your workflow a clear title
Optional:
Description - Explain the workflow's purpose
3. Save and Continue
Click "Add Workflow" at the bottom. You're taken to the workflow editor.
Configuring Your Workflow
Adding Stages
Click "+ Add Stage" to create a new stage.
Configure:
Name and color
Order in pipeline (or mark as "Other" for non-pipeline)
Scope for reporting visibility
Required fields
Restricted flag (prevents new accounts at that location)
Adding Actions
Click "+ Add Action" on a stage to create an action from that stage.
Configure:
Name and icon
Target stage (where account moves)
Conditions (distance, time, etc.)
Role restrictions
Checkpoints
Setting Required Fields
For each stage, you can require specific account fields:
Phone number
Email address
Custom fields
When a rep takes an action to reach that stage, they must fill in any missing required fields first.
Configuring Auto-Triggers
For stages that should automatically progress:
Set hours, days, or years delay
Select target stage
System creates scheduled transitions automatically
Role Restrictions
Limit actions to specific roles:
Only Closers can take "Close" action
Only Managers can take "Override" action
Leave empty for all roles
Testing Your Workflow
Use the "Test Drive" feature to simulate workflow progression:
See how accounts move through stages
Verify conditions work correctly
Check required field prompts
Test before deploying to team
Managing Workflows
Archive a Workflow
To remove a workflow:
Open workflow
Access workflow settings/options
Click "Archive Workflow"
Archived workflows are soft-deleted and can be restored.
View Archived Workflows
Toggle "Show Archived" on the workflow list to see archived workflows.
Common Workflow Patterns
Basic Sales Pipeline
Stages:
Prospect (initial)
Knocked (visited location)
Pitched (presented offer)
Set (appointment scheduled)
Closed (deal complete)
Other Stages:
Do Not Knock
Not Home
Archived
Setter/Closer Model
Setter Stages:
Prospect
Knocked
Pitched
Set (hands off to closer)
Closer Stages:
5. Sit (appointment held)
6. Closed
Different roles own different stages.
Best Practices
Stage Design
Keep stage names short and clear
Use distinct colors for easy identification
Order stages logically
Limit to 5-8 pipeline stages
Action Design
Use action verbs (Pitch, Close, Set)
Set reasonable conditions
Don't over-restrict with too many conditions
Test thoroughly before deployment
Required Fields
Only require what's truly necessary at each stage
Front-load requirements early in pipeline
Consider mobile UX when adding requirements