Introduction to SalesExec Sales Workflows: How to Organize and Automate Your Sales Process

SalesExec sales workflows help organizations define, organize, and manage the steps involved in converting leads into customers.

A workflow establishes the structure of your sales process by grouping leads into related stages, tracking their progress through specific statuses, and providing sales representatives with actions appropriate to each stage.

Workflows also support automation, allowing SalesExec to perform configured activities as leads move through the sales process.

For example, a sales team might use workflows to organize new inquiries, manage contact attempts, schedule follow-up activities, track appointments, and record completed sales.

By establishing a consistent workflow structure, organizations can reduce manual effort, improve visibility into lead activity, and help representatives understand what they should do next.

SalesExec uses three primary components to organize the sales process:

These components work together to guide leads through your organization's sales process.

A Workflow is a collection of related lead statuses, sometimes referred to as a workflow bucket.

Workflow buckets help organize leads based on where they are in the sales process.

For example, a company might create an Uncontacted Leads workflow to organize new leads and leads that have not yet been successfully contacted.

Other possible workflows include:

Each workflow represents a meaningful stage or grouping within your organization's sales process.

Why it matters: Workflows help representatives quickly identify which leads they are working and allow managers to organize lead activity around the company's sales process.

Screenshot: SalesExec workflow buckets showing how leads are organized.

Within each workflow is a collection of Statuses.

A status represents a specific milestone or condition in the sales process.

For example, an Uncontacted Leads workflow might contain these statuses:

As representatives' work leads, the status can change to reflect their progress.

Consider a prospect who submits an online inquiry.

The lead initially enters SalesExec with a status of New Lead. After a representative attempts contact, the lead may move to another status based on the outcome.

If the prospect schedules an appointment, the lead may advance to an appointment-related workflow and status.

Why it matters: Statuses provide visibility into where each prospect stands and help determine which actions are available or appropriate.

Screenshot: A lead displayed within the Uncontacted Leads workflow and New Lead status.

Within each status, administrators can configure a set of Actions that representatives use when working leads.

Actions represent the outcome of an interaction or the next step in the sales process.

For example, after calling a prospect, a representative might select:

Actions are organized into Action Categories, making them easier to locate.

A category named Contact Attempt might contain No Answer, Left Message, and Left Voicemail.

A category named Sales Outcome might contain Appointment Set or Sale Completed.

Depending on configuration, selecting an action can also initiate additional workflow behavior, such as:

Example:

A salesperson calls a prospect who asks to be contacted tomorrow.

The representative selects a configured Callback Requested action.

Depending on the action settings, SalesExec can update the lead's status and schedule the appropriate follow-up activity.

Why it matters: Actions standardize how representatives record sales activity and help ensure the next step is handled consistently.

Screenshot: SalesExec action categories and available actions within a lead status.

Example: A Lead Moving Through a SalesExec Workflow

Consider a home services company receiving a new website inquiry.

This is an illustrative workflow. Your organization's workflow names, statuses, and action behavior will depend on your configuration.

The benefit of this structure is that representatives can see where leads stand, managers can monitor progression, and configured actions can support the transition between milestones.

Workflow Bucket

Leads start off segmented into a Workflow bucket. A workflow bucket groups all similar leads into a single location. For example, all of your leads that are classified as new, or have contact attempts made, could be organized in a bucket called Uncontacted Leads (below image). By segmenting your leads this way, the salesperson can quickly organize and determine what they should be doing next.
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Status

Within each Workflow bucket is a set of Statuses. Think of Status as sales milestones. They are used to help your sales team quickly identify where a prospect is within the sales process. In the below image, you will see a lead in the sales status of New Lead within the workflow bucket Uncontacted Leads.
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Selecting Actions

Within each status, is a configurable set of Actions. Each Action represents a contact outcome for an individual lead. When a salesperson reaches out and connects with a lead, the lead may be interested in your product and wants to schedule a time to call back. Perhaps you are not able to get them on the line but left them a voicemail. 

Actions are grouped within categories in each Status. These categories make it easier for a salesperson to navigate to the appropriate action, depending on the call outcome.  

A workflow is a collection of related lead statuses that organizes prospects into broader stages of your organization's sales process.

A workflow represents a broader grouping of leads, while a status identifies a specific milestone or condition within that workflow.

Actions are configurable dispositions that representatives select to record interaction outcomes and, when configured, initiate status changes, callbacks, or other activities.

Yes. Configured actions and automation can update a lead's workflow or status based on the organization's defined sales process.

Workflow customization is available in SalesExec configurations that support it. Organizations should confirm their subscription's workflow configuration capabilities before making administrative changes.

They can. Workflow and status classifications may be used by SalesExec distribution strategies to determine which leads qualify for assignment or Pull distribution.

There is no universal number. Start with the major stages of your sales process and add workflows only when they serve a meaningful operational purpose.