Workflow Statuses (Buckets) & Automated Actions

How to create and configure workflow buckets (statuses) and assign automated actions and customer messages.

Go to the Settings page, then select Bucket Customization in the left menu.

This page (also available at https://estvis.com/settings/?page=stcst) is used to create and customize workflow buckets (statuses) and to assign automated actions that EstVis executes when a case is moved into a bucket.

The page consists of four main areas:

• Available Roles area (list of roles)
• Available Actions area (list of automated actions)
• Buckets table (defines bucket name, group, roles, and actions)
• Customer messages customization (custom SMS/message templates per bucket)

Available Roles area

The Available Roles area lists all user roles defined for your shop. To give a role access to a bucket or permission to move a case into a bucket, drag-and-drop the role from this area into one of the two role columns for that bucket in the table below:

• Drop into the specific bucket's View roles column to allow that role to see the bucket in the Workflow app and mobile apps.
• Drop into the specific bucket's Roles move to column to allow that role to move cases into the bucket.

To remove a role from a bucket, drag it out from the bucket row.

Available Actions area

The Available Actions area contains automated actions that can be assigned to buckets. Drag an action from this area into a bucket's Actions column to assign it. To unassign an action, drag it out of the bucket row.

The automated actions are listed below.

Buckets table

The Buckets table is where you create, edit and reorder buckets used by the Workflow app and the mobile apps. Each row describes a bucket and includes these columns:

• Title – bucket name shown in the Workflow app and mobile app.
• Group – dropdown group for the bucket. Options: BASE, MAIN, WAITINGS, TOTAL LOSS.
• View roles – roles allowed to view the bucket.
• Roles move to – roles allowed to move a case into the bucket.
• Actions – list of automated actions assigned to the bucket.
• Column with two buttons: Edit bucket settings and Remove bucket.

You can change buckets order (the order used in Workflow and mobile interfaces) by dragging the bucket row up or down the list.

To add or remove roles and actions

1. Drag a role from Available Roles into the bucket's View roles or Roles move to column.
2. Drag an action from Available Actions into the bucket's Actions column.
3. To unassign, drag the role or action out of the bucket row.

Bucket groups

• BASE – Special group for initially created cases (commonly the "Opportunities" bucket).
• MAIN – General group for the majority of buckets used in day-to-day workflow.
• WAITINGS – Buckets that represent waiting for external circumstances (for example: waiting for parts, waiting for insurer evaluation). The Appointments bucket (if existed) typically belongs to this group because it indicates scheduled appointments.
• TOTAL LOSS – Special group for the Total Loss bucket and related handling.

Customer messages customization

If a bucket has the SendCustomerMessage action, you can configure a custom message template that will be sent when a case moves into that bucket.

Each custom message row includes:

• Message template text.
• Dropdown to select the bucket (lists only buckets that have SendCustomerMessage assigned).
• Remove button – removes the custom template and causes the system to use the default message template instead. The default template is configured on Company Settings page (Status change notification message option).

To add a custom message for a bucket that has SendCustomerMessage assigned but is not yet listed:

1. Click the Add Custom message button below the Customer messages group.
2. Enter the message text and select the target bucket from the dropdown.
3. Click Save to apply the change.

Bucket settings

To edit a bucket's advanced settings, click the Settings button at the right side of the bucket row. Available bucket settings include:

• DFR status (NONE | GOAL | POTENTIAL | ESTIMATED) – used by the DFR system (internal staff motivation system) to classify the bucket’s purpose for DFR reporting.
• Refinish work bucket – checkbox to mark the bucket as containing refinish-related work.
• Payroll % value fields – payroll percentages that apply when a case is in this bucket; used for automated payroll calculation. Fields:
  • Percent payroll
  • Body Labor Percent Payroll
  • Refinish Labor Percent Payroll
  • Mechanical Labor Percent Payroll

Click Save inside the bucket settings dialog to save changes.

Practical examples

• To create a bucket where only estimators can move cases and customers receive a status-change SMS: create the bucket, drag the Estimator role into Roles move to, assign SendCustomerMessage action to the bucket, then add a custom message (if needed) in Customer messages customization.

• To mark a bucket as end-of-repair and trigger a review request: assign the CompleteStatus action and add SendCustomerReview to send the follow-up review SMS 7 days later.

Troubleshooting & tips

• If an action doesn’t trigger as expected, confirm the action is assigned to the bucket and that the bucket order and roles are saved.
• Verify templates used by messaging actions on the Company Settings page.

What's next

• Customize preliminary photos templates and settings