LANA x simPRO 2.0 Integration Workflow Document

We’re thrilled to introduce the latest update to the simPRO 2.0 Workflow document! This update includes recent changes, and we’re here to guide you through maximizing the customization of your workflows. Below, you’ll find a legend that explains each element in the workflow document, helping you understand and implement each feature effectively.

Workflow Document Legend

1. Internal Notification - Internal notifications allow you to communicate key updates directly to your team members within the LANA platform, helping to streamline communication. You can choose to send these notifications to specific team members or multiple users, whether they are added users in your LANA account or temporary contacts. Internal notifications support three formats:

- SMS – Quick text messages sent to team members.

- Email – Detailed notifications sent via email.

- In-app Notifications – Real-time alerts sent directly to the LANA Mobile App, ensuring users stay updated while on the go.

Internal notifications enable you to keep everyone informed without relying on external communication channels.

2. SMS - Green tiles in the workflow document are reserved for SMS messaging. Use this tile to integrate SMS messages into your workflow for instant, direct communication with clients or team members. Whether you want to notify a client about an appointment, send reminders, or update team members on project status, this tile provides a seamless way to include SMS at key points in your workflow.

3. Email - The purple tile represents an email-based workflow step. By including this tile in your workflow, you can automate email notifications for clients or team members. This tile is ideal for sending longer, more detailed messages or when you need to document communication through email. Use it for updates, confirmations, or specific notifications that require more detailed information than an SMS.

4. Form - This tile provides a text-based visual preview of forms within the workflow. Forms allow you to capture important information from clients or team members at specific workflow stages. Use this to outline the form’s layout and customize it to capture relevant details, ensuring that no essential information is missed.

5. simPRO Status Trigger - The simPRO Status Trigger tile lets you define the simPRO status you want to use to activate a specific workflow. By specifying a simPRO status (such as “Job Completed” or “Invoice Sent”), you can automate actions or notifications in your workflow based on this status change. This setup simplifies tracking and enables workflows to run automatically according to project progress.

6. Pipeline Stage Name - The Pipeline Stage Name tile serves as a reference for the name of the pipeline stage associated with your simPRO status trigger. This tile helps you track where each job or task stands in the overall process by linking it to a specific simPRO status in the pipeline. With this tile, you can see exactly which stage will activate your workflow, making it easy to manage and adjust the workflow as projects move forward.

Workflow Document Custom Value

Custom Values in the workflow document are versatile placeholders that can store specific information, allowing LANA Software to automatically personalize workflows for each client or project. By setting Custom Values, you create a central reference for details that can be repeatedly used across different workflows without needing to manually input information each time.

For example, Custom Values can store contact information, client names, job locations, or unique identifiers relevant to specific stages in the workflow. This approach enables automated workflows to pull in accurate, relevant details seamlessly. Custom Values are particularly useful for creating personalized messages in SMS or email notifications, setting conditions in workflows

Customer Custom Value, Primary Contact, and Site Contact

These custom values in LANA Software are designed to automatically pull in information from your simPRO system for different types of contacts, allowing you to personalize communications within workflows according to the specific recipient type.

• Customer Custom Value
  Retrieves information for direct customers or clients, enabling workflows to include customer-specific details in messages and updates.

• Primary Contact
  Fetches details for the primary contact associated with a customer account, ensuring key updates and communications reach the main point of contact.

• Site Contact
  Pulls information for the designated site contact, ideal for sending on-site instructions or updates directly to the relevant person.

LANA Leads Section

LANA Leads Workflow Section

This section includes LANA’s recommended default workflows, which you can fully customize to suit your needs. While you’re free to adjust the messages or choose not to use a particular workflow, we strongly recommend utilizing these workflows to maximize efficiency.

Social Media Lead
The Social Media Lead workflow is designed to handle inquiries from Facebook and Instagram, providing timely responses to potential customers.

Default messaging is provided for Office Hours, After Office Hours, and Weekend responses. You can modify these messages to reflect your preferences and update them with your actual business hours.

New Lead Chaser AI
With this tool, you can simply Drag & Drop a lead’s opportunity card to trigger follow-up messaging. This feature automates follow-ups, ensuring timely responses to new inquiries without manual effort.

To Call Today
This workflow sends an initial notification to the lead, informing them that a team member will be reaching out. You can also add an internal notification to alert your team to follow up with the lead promptly.

Send Quote to simPRO & Send Job to simPRO
This workflow automates the creation of a quote or job in simPRO directly from LANA. A default internal notification is sent to notify team members that a quote or job has been created in simPRO for a lead.

You also have the flexibility to specify the type of Quote or Job to be created—either a Project or Service Quote/Job type. Simply edit the note at the top to choose between Project or Service as needed.

Quote, Jobs and Invoice Workflow Section

simPRO Status Trigger

• Purpose: The simPRO Status Trigger allows you to specify the exact status of a quote (e.g., "Approved," "Pending Approval," "Declined") that should activate a workflow in LANA.
• Example Use Case: If you want a workflow to initiate only when a quote is marked as "Approved" in simPRO, you can set this status as the trigger, ensuring precise automation tailored to your processes.

Pipeline Stage Name (Black Tile)

• Purpose: This feature allows you to assign a specific name to the pipeline stage in LANA that corresponds to the simPRO quote status you’ve chosen as the trigger.
• Example Use Case: For a quote with the status "Approved," you could assign a pipeline stage name like "Quote Approved" to align LANA's pipeline with simPRO's status updates, maintaining consistent tracking across platforms

Contact Type (Notes Below Pipeline Stage Name)

• Purpose: Here, you can define which contact type (e.g., Site Contact, Primary Contact, or Direct Contact) should receive automated messages triggered by workflows.
• Contact Types Explained:
  • Site Contact: For individuals on-site who need logistical or operational updates.
  • Primary Contact: For the main point of contact managing the project or decision-making.
  • Direct Contact: For communication directly with the customer.
    
    

Learn How to Divide Messages for Contact Types

For a step-by-step demonstration on setting up workflows and dividing messages based on contact types, watch the video below: