How to Use the Workflow Board in Smartr365
Overview
The Workflow board gives you a visual overview of all your cases organised by status. You can drag and drop cases between stages to update their progress, and click on any case to see its details at a glance.
Getting Started
Where to find it: Go to Workflow in the left-hand navigation menu.
Step-by-Step Guide
View your cases: Cases appear as cards (tickets) arranged in columns. Each column represents a stage in the process.
Filter by product type: Use the filter at the top to switch between Mortgages, Protection, Home Insurance, Pensions, and Investments. Each product type has its own set of stages.
Move a case forward: Simply drag a case card from one column and drop it into the next stage. The system will automatically update the case status.
View case details: Click on a case card to expand it and see client information, contact details, follow-up dates, and product details.
Open a case: From the expanded card, click to navigate directly to the full case view.
Access Notes & Tasks: Click the notes icon on a case card to open the notes and tasks panel for that case.
Mortgage Pipeline Stages
For Mortgages, the stages are:
New Lead
Remortgage
Call Back
Meeting
Decision In Principle
Pre Offer Processing
Valuation Instructed
Valuation Received Approved
Post Offer Processing
Contracts Exchanged
Completed
Tips & Best Practices
Cases are sorted by follow-up date so the most urgent cases appear first in each column.
The number at the top of each column shows how many cases are in that stage.
When you move a mortgage case to "Completed", the system will automatically create a remortgage reminder if applicable.
Use the status filters to focus on specific stages if your board is busy.
Cases marked as "Not Proceeding With" are greyed out and cannot be dragged to other stages.
Frequently Asked Questions
Q: Why can't I drag a case to another column?
A: You may not have permission to edit cases, or the case may be marked as "Not Proceeding With" or "Cancelled". Check with your administrator if you believe you should have access.
Q: I moved a case but got a validation error. What does this mean?
A: Some stage transitions require certain fields to be completed first. The system will show you which fields need attention. Click "View Errors" to see what needs to be filled in.
Q: Can I filter the board to show only my cases?
A: Yes, use the filter options at the top of the board to filter by adviser, status, and other criteria.
Need More Help?
If you need further assistance, contact our support team through the chat widget or email support@smartr365.com.