SmartrFlow allows firms to automate their case workflows in Smartr365 – Adviser Portal by defining mandatory tasks that must be completed at each status before a case can progress. This guide provides a step-by-step walkthrough of how to set up, manage and publish these tasks, as well as frequently asked questions.
Step 1: Access SmartrFlow
Navigate to Settings in the left-hand menu.
Click SmartrFlow (Beta).
You will land on the SmartrFlow dashboard where you can manage workflows for:
Residential mortgages
Buy to let mortgages
Click Edit (to update an existing workflow) or Create Workflow to begin.
Step 2: Select a Template
You will be prompted to select from two options:
Option 1 – Ready to Go (Recommended)
Loads a standard workflow template built by Smartr365 – SmartrFlow.
Pre-populates each status with a set of predefined tasks based on industry best practice.
Option 2 – Build Your Own Template
Loads a blank canvas.
You will manually add each status and define the tasks associated with them.
Step 3: Review or Build Workflow Statuses
Your workflow will be displayed as a series of horizontal statuses (e.g. New Lead, Callback, Decision in Principle).
From this screen, you can:
Add new statuses
Remove or rename existing statuses
Click the green plus (+) icon under each status to add tasks
Step 4: Add Tasks to a Workflow Status
Clicking the green plus opens a modal where you can manage tasks.
You now have two options:
Select from predefined tasks – from the centralised SmartrFlow task library
Create your own task – completely custom to your firm
Each task requires the following:
Field | Description |
Title | Name of the task as it appears in the workflow |
Description | (Optional) Additional notes for the task |
Assign Role | Mandatory – defines who can action the task |
SLA (Working Days) | Mandatory – deadline for task completion |
Auto-Assign | If enabled, the task will automatically be assigned to a user in the selected role |
Valid Roles:
System Administrator
Admin Assistant
Manager
Mortgage Adviser
Protection Adviser
Once added, tasks will appear below each status in green. You can:
Edit tasks
Delete tasks
Add more tasks
Step 5: Publish the Workflow
Once all tasks have been added to the relevant workflow statuses:
Click Publish
A confirmation screen will appear
Click Continue
Publishing a workflow means:
Any new cases created from this point onwards will follow this structure.
Users must complete all mandatory tasks at a given status before the case can move forward.
e.g. If "Send introduction email" is added to the New Lead status, it must be marked complete before advancing.
Step 6: Managing Your Workflow
From the SmartrFlow landing page, you can:
Click Edit to change the current workflow
Click Unpublish to turn it off (removes mandatory tasks from new cases)
Unpublishing does not affect cases already created under a published workflow only new ones.