Workflow milestones in Wealthbox are key dates that serve as anchor points for scheduling workflow steps. They help structure the timing of steps by allowing users to set due dates relative to a significant event, such as a client onboarding date, an account review, or a birthdate.

Milestones help ensure tasks are executed at the right time, making workflows more dynamic and adaptable.

Pro and Premier level accounts feature workflow milestones.

Using workflow milestones:

• When a milestone date is added to a workflow, the due dates of steps that are tied to that milestone automatically adjust and are assigned due dates based on their assigned offsets.
• Multiple milestones can be used in the same workflow.
• When starting a workflow, Wealthbox will prompt users to enter milestone dates.
• Workflow steps can be due before or after a milestone date (e.g., “Send follow-up email 3 days after onboarding date” or "Confirm meeting with client 5 business days before Review Meeting").
• If a milestone is updated after the workflow has already started, any steps linked to it will update accordingly.

How to add a milestone to a workflow template:

Existing templates can be updated to add milestones, or they can be added when creating new workflow templates or steps.

• This how-to video covers creating milestones.

While in "Edit workflow Step" mode:

1. Click the "Based On" dropdown to select "Create New Milestone."
2. Name the milestone.
3. Set the rules for when the step should be due based on your milestone under "Due."

After saving your step, the new milestone will be accessible for use in any other steps within your template.

Starting a workflow with milestones:

When you start a workflow that has milestones, you'll need to specify the date and time for the milestone:

Suggested Milestone Dates: If the related contact, project, or opportunity has events related to them, you can click the suggested milestones icon and grab an event to pre-fill the milestone date and time. The contact's special dates will also show under the suggested milestone area.

Any steps based on that milestone's due date will be set automatically based on the due date setup on the workflow step:

Updating a started workflow milestone:

You can update the milestone date(s)of any in-progress workflow by clicking on Actions > Customize within the Workflow.  If an event was used to set the milestone, the event will need to be updated separately from the calendar screen.

Any steps linked to the milestone will update accordingly (e.g., if you have a client review meeting that was postponed from March 31st to April 15th, the steps will automatically shift according to the new date, April 15th.

FAQs:

How do I delete a milestone?

• To remove a milestone, you must first unassign it from any step due date assignments where it is being used.

How do I change the name of a milestone?

• Milestone names cannot be changed once created. To use a different name, you’ll need to edit the step and change what it is "based on" so it no longer references the milestone. Then, you can create a new milestone with the desired name and assign it to the step.

Can a workflow have multiple Milestones?

• Yes. Multiple milestones can be used in the same workflow.