Executive Summary (TL;DR) Redtail Workflows turn repeatable client-service processes into consistent, trackable steps inside Redtail CRM. This article walks through the full Workflow Series — a four-part recorded webinar set that moves from mapping your processes to building, applying, and automating Workflow templates. This article covers: - Mapping and whiteboarding your firm's processes before building - Creating reusable Workflow templates in Redtail - Applying Workflows to contacts, opportunities, seminars, or as standalone processes - Using Automations to trigger Workflows in an "if this, then that" pattern

 

 

What Does This Article Help Solve?

Common Real-Life Questions Users Ask About Redtail Workflows

"How do I figure out which of my processes to turn into Workflows?"

"How do I build a reusable Workflow template in Redtail?"

"How do I attach a Workflow to a contact, opportunity, or seminar?"

"How do I trigger Workflows automatically instead of adding them by hand?"

"Where do I find the companion documents and templates for the Workflow Series?"

 

 

Article Quick Links

Why Use Redtail Workflows?

What Are Redtail Workflows?

How Do Redtail Workflows Work?

Workflow Series: Whiteboarding [22:06]

Workflow Series: Creating Workflows in Redtail [33:24]

Workflow Series: Applying Workflows [35:19]

Workflow Series: Automations and Best Practices [21:08]

Additional Resources

 

 

Why Use Redtail Workflows?

• Standardize repeatable processes so every client receives a consistent experience.
  
  
• Reduce missed steps by tracking each task through to completion.
  
  
• Save time by reusing templates instead of rebuilding the same process each time.
  
  
• Support team accountability with clear task ownership and status.
  
  
• Scale your operations as your firm and client base grow.
  
  

 

 

 

What Are Redtail Workflows?

Redtail Workflows are structured, multi-step processes you build once as templates and reuse across your firm. Each Workflow breaks a process — such as onboarding a new client or handling a service request — into ordered steps and tasks that your team tracks to completion.

The Workflow Series is a four-part recorded webinar set that moves from planning through automation. Start with whiteboarding your processes, build templates in Redtail, apply those templates to live records, and finish with Automations to trigger Workflows on your behalf.

 

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How Do Redtail Workflows Work?

The Workflow Series breaks the full process into four sessions. Work through them in order — each session builds on the one before it.

 

Workflow Series: Whiteboarding [22:06]

Before building Workflows, map what your processes actually are. This session helps you get into the right mindset for laying out your roadmap, gives you the right questions to ask yourself, and provides you with whiteboards for several workflows to use later.

• Identify the repeatable processes in your firm.
  
  
• Ask the right questions to define each step.
  
  
• Whiteboard sample workflows before building them in Redtail.

 

 

 

Workflow Series: Creating Workflows in Redtail [33:24]

Once you have a clear idea of how you want your processes to flow, build them out in Redtail CRM. This session covers the functionality for building Workflow templates for repeated use, which supports a consistent experience across your team.

• Build Workflow templates from your whiteboarded processes.
  
  
• Define the steps, tasks, and timing within each template.
  
  
• Save templates for repeated use across your team.
  
  

 

 

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Workflow Series: Applying Workflows [35:19]

With your templates built, take them live. Apply Workflows in several ways — from existing templates to building active workflows from scratch. Attach them to contacts, seminars, and opportunities, or run them on their own.

• Apply an existing Workflow template to a record.
  
  
• Build an active workflow from scratch.
  
  
• Attach Workflows to contacts, seminars, or opportunities — or run them standalone.
  
  

 

 

 

 

Workflow Series: Automations and Best Practices [21:08]

Wrap up the series with the complementary tools for Workflows, particularly Automations. Use Automations to build custom triggers that attach Workflow templates automatically in an "if this, then that" pattern.

• Set up Automations to trigger Workflows.
  
  
• Build custom "if this, then that" triggers.
  
  
• Apply best practices to keep your Workflows maintainable over time.
  
  

 

 

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Additional Resources

Associated Helpdesk Articles

• How Do I Set Up Workflow Processes?
  
  
• Workflow Details and Options
  
  
• Contact Overview Menu: Workflow
  
  
• Display Open Workflow Task
  
  
• Sample Workflow Templates
  
  

Webinar Companion Documents

• WorkflowTemplates.pdf (200 KB)
  
  
• ExampleWorkflowProcesses.pdf (60 KB)
  
  
• Workflow Whiteboarding Deck 2020.pptx (2 MB)
  
  
• Whiteboard worksheet.pdf (80 KB)
  
  

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In Summary Map your processes before building — whiteboard them first. Build reusable Workflow templates in Redtail CRM. Apply Workflows to contacts, opportunities, seminars, or as standalone processes. Use Automations to trigger Workflows automatically with custom "if this, then that" rules. Reference the companion documents and helpdesk articles for deeper detail.