Common Workflow Examples & Use Cases

Workflow templates help standardize repeatable processes, assign ownership, and ensure important steps are completed consistently.

Below are examples of common workflows used across client onboarding, application processing, appointments, events, and service requests.

Client Lifecycle Workflows

These workflows support client onboarding, qualification, and ongoing relationship management.

Lead Qualification Workflow

Use this workflow to guide teams through qualifying and progressing new opportunities.

Workflow Type: Contact Type
​Recommended Activation: Automated when new lead is created (optional)

Example steps:

1. Schedule Meeting
2. Complete Fact Finder
3. Complete Product Suitability Review
4. Draft Proposal and Confirm Next Steps
5. Follow-up as Needed

Best for:

✅ New prospects
✅ Discovery processes
✅ Sales qualification

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Product & Service Processing Workflows

These workflows help standardize operational processes related to applications, servicing, and policy management.

New Application Workflow

Use for processing new applications.

Workflow Type: Product
​Recommended Activation: Manual or Automated when product is attached

Example steps:

1. Complete Application
2. Obtain Signatures
3. Submit Application
4. Submit Outstanding Requirements (as needed)
5. Confirm Application Received in Good Order

Best for:

✅ Insurance applications
✅ Account openings
✅ New business processing

Policy Delivery Workflow

Use to manage policy delivery and post-issue requirements.

Workflow Type: Product
​Recommended Activation: Manual

Example steps:

1. Confirm Policy Issued
2. Confirm Policy Sent
3. Confirm Receipt of Policy
4. Schedule Delivery Appointment
5. Deliver Policy
6. Complete Delivery Requirements
7. Update Client Information (as needed)

Best for:

✅ Policy delivery
✅ Final processing
✅ Post-issue follow-up

1035 Exchange Workflow

Use to track transfer requests and ensure all required documentation is completed.

Workflow Type: Product
​Recommended Activation: Manual

Example steps:

1. Prepare 1035 Exchange Form
2. Request Supporting Documents
3. Obtain Signatures
4. Submit Request to Carrier
5. Confirm Request Received
6. Confirm Funds Sent
7. Confirm Funds Received
8. Finalize Transaction Status

Best for:

✅ Transfers
✅ Exchanges
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Appointment Type Workflows

Appointment workflows help teams standardize preparation and follow-up.

Discovery Appointment

Workflow Type: Appointment Type
Recommended Activation: Automated when appointment created (optional)

Example steps:

1. Schedule Appointment
2. Verify Contact Information (as needed)
3. Confirm Appointment

Best for:

✅ Initial consultations
✅ Discovery meetings
✅ Prospect appointments

Follow-up Appointment Workflow

Workflow Type: Appointment Type
Recommended Activation: Automated

Example steps:

1. Confirm Appointment
2. Provide Follow-up Materials (as needed)
3. Complete Appointment
4. Schedule Additional Follow-up (if needed)
5. Record Meeting Notes

Best for:

✅ Existing clients
✅ Annual reviews
✅ Follow-up meetings

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Event & Marketing Workflows

Use workflows to coordinate event planning and execution.

Seminar Workflow

Workflow Type: Event Type
Recommended Activation: Manual

Example steps:

1. Confirm Date & Time
2. Confirm Venue Details
3. Pull RSVPs
4. Confirm Catering (if needed)
5. Prepare Materials

Best for:

✅ Seminars
✅ Workshops
✅ Client events

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Tips for Building Workflow Templates

When creating workflows:

✅ Keep workflows focused on one business process

✅ Use automation when workflows should always occur after a specific action

✅ Assign owners for accountability

✅ Enable sequential progression when steps must be completed in order

✅ Test workflows before publishing

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