Control your 17hats Workflows with Action Completed Settings

When you’re a creative entrepreneur juggling multiple projects, every little bit of automation can feel like a lifesaver. One of my favorite ways to streamline the client management process in 17hats is by using Action Completed settings in your workflows, specifically when sending documents. This simple but powerful feature can automatically move your projects forward only when clients complete key steps (like signing a contract or paying their deposit)... and all without you lifting a finger.

Let’s walk through how this works, why it matters and how you can start using it today.

(Similar settings are also available for To Do workflow items, but for this article we’ll focus on workflow documents.)

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Automate your 17hats workflow when documents are completed

What Are Action Completed Settings?

In 17hats, workflows are the behind-the-scenes magic that keep your client process running smoothly. They’re a collection of your emails, documents, tasks, etc.

Action Completed settings come in specifically with the document steps of your workflow. This is how you tell your workflow: “This step can be considered done when this specific action happens.” For example, when sending a quote you could set the step to be considered complete when:

• You send the quote

• A client accepts a quote

• They sign the attached contract

• They make their first invoice payment

• They’ve fully paid their invoice

• Or, if you prefer, all steps are fully completed

By setting this up, 17hats will automatically move the project to the next step in your workflow only when the client has met the criteria, keeping everything organized and on track.

Why This Matters

Imagine this: You require an accepted quote, signed contract and deposit payment in order for a client to be booked on your calendar. Without specifying your Action Completed settings, your workflow may otherwise push your project to your “Confirmed” calendar as soon as you send the quote!

But with Action Completed settings properly applied, your workflow will wait until you’ve collected all the documents you need to consider the job “Confirmed”, and it won’t continue with any other automation or steps until that point.

How to Set Up Action Completed Settings in Your 17hats Workflow

Action Completed settings in 17hats

1. Add or Edit Your Workflow Step Go into your workflow and add an action or select the step where you’re sending a document (quote, contract, invoice or questionnaire).

2. Choose an Action Completed Trigger In the light green box, use the dropdown to select how you want 17hats to mark the step complete—like “When the first invoice payment is made.” (These options will vary depending on the type of document you're sending.)

3. Save and Watch the Magic Happen Now, once clients complete your desired action, your workflow will know when to automatically progress their project.

Keep Your Business Flowing

By using Action Completed settings such as these, 17hats will help you control when projects move forward, and what’s needed in order for that criteria to be met. This saves you time, reduces errors and prevents miscommunication.

If you’re ready to give your workflows some more control, try setting this up today! And if you’d like some help in that process, I’d love to help you make it happen. [Services]