NEW: Forms Functionality
In managing customer relationships and orders, companies often face challenges related to collecting and standardizing information received from clients. Often, orders or requests arrive with insufficient details, requiring additional communication and delaying the process. Furthermore, staff must manually enter data received from various sources, which consumes time and increases the risk of errors.
The iFlows platform addresses these needs through the Forms Functionality. This allows for the creation of customized forms, ensuring that all necessary information is collected in a uniform format. Moreover, the collected data is integrated directly into the platform, reducing the need for manual entry.
iFlows forms can be used for various purposes, such as: Taking Orders, Requests for Quotation, Support Requests, Satisfaction Questionnaires, Webinar Registration, or others.
The process is simple: create a customized form in iFlows, send the form to clients via a link or integrate it into your website, the client completes the form online, and the data is automatically pulled into the iFlows platform, generating a new opportunity in the system.
How does a client see the form?
The form created in iFlows can be accessed by the client in two ways:
- Based on a unique link, sent directly via email, message, or another communication channel.
- Integrated on your website, using the embed code.
What does the customer experience look like?
Let's take as an example a questionnaire for the furniture retail sector:
The client starts by filling in general company information. If they are a legal entity, they can enter their data quickly using the automatic import based on CUI (Fiscal Identification Code).
If you have enabled the document upload option, the client can attach files such as sketches, technical specifications, or other documents relevant to their request.
Customer Information Section
This section is intended for collecting specific details. In the case of furniture production, the client can answer questions such as:
- Preferred style: E.g.: Classic, Modern, Rustic.
- Desired finish types: E.g.: Glossy, Matte, Satin.
- Preferred materials: E.g.: Solid wood, MDF, Chipboard.
- Assembly required: E.g.: Yes/No.
- Chromatic preferences for materials: E.g.: Natural shades, vibrant colors.
- Custom message engraved or printed on the furniture
All fields are configured according to your requirements, and the client fills them out quickly, either by selecting predefined options or by entering open-ended answers.
Products Section
This section allows the client to clearly express interest in certain products. In the case of furniture production:
- Choose Product: The client selects from a predefined list of products such as tables, chairs, cabinets.
- Description: The client can add additional specifications for each product, such as dimensions, colors, or other technical characteristics.
- Pieces: The client specifies the number of pieces required for each product.
What happens after completing the form?
- Data is integrated into the iFlows platform:
All entered information is automatically retrieved and centralized in the system. If the Opportunity section is activated, an opportunity is generated directly in the section. - Efficiency and clarity:
This process reduces additional communications and eliminates the risk of errors. Your team has immediate access to all necessary details, optimizing response time and quote preparation.
Step-by-Step Configuration Guide
Step 1: Creating a New Template
- Navigate to the Forms Section:
- Access the section.
- Adding a New Template:
- Click on the + New Form Template button located on the right side of the page.
- Filling in Basic Information:
- Name: Enter the name displayed internally for identifying the form.
- Alias: Complete the alias that will be used as a title within the form. If not completed, the title will be taken from the Name field.
- Notification: Enter the employees who will receive notifications when someone completes the form.
- Activating the Form:
- Check the Active option to make the form available to clients.
Step 2: Customizing the Form
The created form is structured into three main categories: Client, Customer Information, and Opportunity.
Category 1: Client
- The Upload Documents option gives the client the possibility to attach documents directly to the form. If this option is activated, the uploaded documents will be automatically stored in the platform, in the section: Documents.
- Collecting Basic Information:
- Add fields for essential client information.
Note: After the client completes the form, if their data is not already found in the platform, the system will automatically create a new client and assign them the status Prospect.
Configuring Fields in the Form:
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- Name the columns as you want them to appear in the form (example: "Company Name").
- Associate each column with the corresponding field in the platform (example: "Company Name" → Name).
- Check the fields that must be mandatory. Attention: The Name field must be mandatory for correct integration into the database.
Note: When completing this section, similar to the process of adding a client in iFlows, your client has the possibility to automatically import their data. This is done by simply entering the CIF (Fiscal Registration Code) and using the Import button.
Category 2: Customer Information
This section allows you to add custom lines for collecting relevant client information. Here you have the flexibility to define both questions (e.g.: "How satisfied are you with our services?"), as well as static information or specific details (e.g.: "Company size" or "Delivery deadline").
- Add a New Line
- Click on the "+ Add Line" button to create a new row.
- In the Name field, enter the text that describes the information you want to collect.
- Select or Create a Field
- If a suitable field already exists for the line you are adding, select it from the Field drop-down list.
- If no suitable field exists, create a new one using the + Add Field button. In this case:
- Associate a descriptive Name with the field for later identification.
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- Specify the Field Type. Text: For open-ended answers. Number: For numerical values. Select: For predefined selections (example: Very Satisfied, Satisfied, Dissatisfied). Date: For selecting a specific date.
Note: If you choose the Select option, you will have the possibility to enter several predefined variants. Enter each desired option in the Value column. These variants will later be displayed to the end-user as a drop-down menu to choose from.
- Configuring Additional Options:
- Default Value: Pre-fill the answer if you want it to be more intuitive.
- Mark fields as Mandatory or Optional.
Category 3: Opportunity
This section allows you to transform the information collected through the form into a sales opportunity, which will be imported directly i section. Therefore, you will use this option if the purpose of the form is to identify the products or services the potential client is interested in.
- Complete the following:
-
- Workflow: Choose the workflow associated with the opportunity.
- Validity: Set the validity period of the opportunity.
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- Adding Products to the Form:
- In the Name column, enter the name of the product as you want it to appear in the form.
- In the Product column, associate it from the product catalog in iFlows.
Note: The person completing the form will have, for each product line, a field named Description, where they can enter additional specifications (e.g.: dimensions, technical characteristics). They will also have a field to specify the number of pieces desired for each product. This information will be visible in the platform so that the person processing the opportunity can take it into account when creating the offer.
Next Step: Distributing the Form
- Generating the Form Link:
- On the page, click the Copy Link button next to the targeted form.
- Sending the Form to Clients:
- Insert the generated link into a conversation, email, or other communication channel.
Option for Integrating the Form into the Website:
- Obtaining the Embed Code:
- Click the View button of the created form.
- At the top of the page, you will find an embed code.
- Inserting the Code into the Website:
- Copy the code and insert it into the desired page of your website.
- Form Completion by Clients:
- Once the code is inserted into the site, the form will be visible and completable directly on the site.
- All information completed by clients will be automatically pulled into the iFlows platform, generating a new opportunity.
Viewing Submissions
- Accessing Completed Data:
- Click the View Data button on the page.
- Viewing Information:
- A page will open displaying:
- Documents uploaded by the client.
- Created opportunities.
- Details of information entered in the Customer Information and Products categories.
- A page will open displaying:
- Viewing Additional Details:
- Use the Expand button to see detailed information from the respective categories.
This functionality allows you to access and analyze all completions of a form centralized in the platform. If the Opportunity section was activated, the completed forms will also appear in the section.
Optimization: Workflow Selection for Opportunities and Quotes
Until now, opportunities and quotes were managed without being assigned to a workflow. What's new with this feature?
- Organization on distinct workflows: Now you can assign Opportunities and Quotes to different workflows, adapted to the multiple business axes you manage. Each workflow reflects a specific direction of your business.
- Automatic carry-over between phases: If an Opportunity generates a Quote or an Order, the established workflow transfers automatically but can be adjusted later.
Optimization: Document Generation from the Products Section
- Multiple selection: You can now select multiple products simultaneously to create documents.
- Dedicated button: The Generate Document button has been added to the action bar.
Steps for use:
- Select the desired products.
- Click on the Generate Document button.
- Choose the document type: Proforma Invoice, Opportunity, Quote, or Order.
Optimization: Currency Change when Exporting Orders to PDF
- Export in another currency: You can select to display the order value in EUR or USD exclusively for the generated PDF, without changing the order's default currency in the system.
- Quick customization: The conversion is applied only to the PDF document, maintaining data consistency in the system.
How does it work?
- Activate the Export to another currency option in the PDF settings.
- Select the desired currency (EUR or USD).
- Generate the customized PDF document.
NEW: Reports – Task Flow
The new functionality expands analysis possibilities in the Reports -> Employees section, now including detailed reports for the Task Flow.
- New option in Flow Type: You can select between Workflow or Task Flow, offering flexibility in filtering reports.
- Combined data: If you do not select a specific flow type, the reports include information from both flows.
How does it work?
- Access Reports -> Employees.
- Select the desired period.
- In the Flow Type field, choose Task Flow for a specific report or leave the field unspecified for combined data.
- Press Search to generate the report.
NEW: Predefined Instruction: Quantity Completed
The Quantity Completed instruction allows for reporting progress made for products or equipment within an order. This replaces the "Processed Quantity" instruction and facilitates intermediate monitoring of completed quantities compared to planned ones.
Functionality and usage
This instruction can be used when intermediate reporting is necessary, and the entered quantity cannot exceed the total quantity specified in the order. For example, if 300 units are estimated in an order and 150 have been completed so far, this value can be recorded for better tracking.
Implementing the Quantity Completed instruction allows operators to report progress for each product or equipment in an order. If there are multiple products in the order, the completed quantity can be recorded individually for each of them. In the case of equipment, reporting is simplified, with both values entered on the same line for more efficient management.
To ensure data accuracy, the system automatically checks the entered quantity so that it does not exceed the total value specified in the order, either individually or cumulatively. In the case of multiple reports, the system displays both the previously entered quantities and the total completed up to that point. For example, the interface may display: Quantity Completed: 10 pcs | Total Completed: 60 pcs, thus providing a clear perspective on progress.
For clearer visualization and centralized management, completed quantities can be displayed in the order details. In the PDF Export Options area within orders, users will find a new option, Show Quantity Completed, which allows these values to be highlighted in the details. Activating the option also provides the possibility of exporting the report for complete and precise documentation.
Optimization: Reverse Charge Button
- Option activation: Within an invoice with 0 VAT, activate the toggle for Reverse Charge if this regime applies.
- Automatic mention: The mention Reverse Charge VAT 0% will appear on the generated invoice, next to the VAT column.
Optimization: Purchase Reports: Advanced Filtering and Improved Structure
The Reports -> Stocks section has been renamed to Reports -> Purchases to better reflect its content and purpose. Additionally, new filtering methods have been introduced that allow for more precise selection of the displayed data, providing users with a more detailed perspective adapted to their needs.
The default table structure has been adjusted to include essential fields such as Purchase Type, Date, Document Type, Document Series/Number, Supplier, and Value without VAT. Furthermore, if the Stock filter is selected in the Purchase Type filtering field, a new additional filtering option for Product will become available, allowing for a more detailed analysis of relevant data.