Traction Rec

Streamlining Approval Processes for Jewish Community Center of SF

Introduction
Industry
Non-Profit
Solution
Traction Rec
Location
San Francisco, California

The JCCSF faced inefficiencies in its approval process for bookings requiring input from multiple approvers. The workflow was fragmented between Smartsheet and Salesforce, causing delays and requiring manual effort. The goal of this project was to centralize and automate the entire approval process within Salesforce to improve efficiency and ensure timely approvals.

Mission

To create a seamless, fully automated approval workflow within Salesforce that eliminated dual data entry, streamlined notifications for approvers, and improved operational efficiency across 20+ departments.

Solution
  • Designed and implemented a Salesforce Flow-based approval process that progressed automatically through four levels of approvers.
  • Automated email notifications to approvers, alerting them when their input was required, using structured and dynamic templates.
  • Developed advanced formulas to track field changes and provide clear, actionable data in notification emails.
  • Tailored the solution to accommodate the unique templates and requirements of 20+ departments.
  • Overcame constraints in the Traction Rec package by devising innovative workarounds for non-editable elements.
  • Conducted rigorous testing to ensure smooth functionality and user satisfaction.

Results
  • Centralized Workflow: Fully migrated the approval process into Salesforce, eliminating the need for dual entry between Smartsheet and Salesforce.
  • Increased Efficiency: Automated approvals significantly reduced delays by ensuring timely progression between steps.
  • Enhanced Notifications: Clear and actionable email alerts improved stakeholder communication.
  • Custom Department Support: Delivered a tailored solution for over 20 departments, addressing their specific needs.
  • Improved Operational Productivity: Reduced manual effort and created a streamlined approval process, saving time for all involved parties.

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