Customer list workflows

Customers, Leads & CRM Mis à jour 04/09/2026 7 min de lecture

A customer list workflow turns a customer list into a recurring job for your team. You choose how often the list is worked through, and at the start of each period Breww opens a workflow: a checklist of the customers on the list, where each customer is marked as Completed or Declined as you go. Every workflow is also a task, so it appears on the assignees' Tasks page and calendar alongside their other work.

Workflows suit any list that somebody acts on customer by customer, for example:

A "Monday call list" that a rep rings through every Monday.
A "Key accounts" list that a field sales rep visits over the course of each month.
A weekly list of customers who are due to reorder, built with a BrewwQL filter, that the sales team contacts over each week.

Both static and dynamic lists can have a workflow. Breww never marks a customer as completed for you: the status of each customer is always set by a person, so the workflow reflects what your team has actually done rather than what the order book says.

Setting up a workflow on a list

Go to Customers -> View -> Customer lists and create a new list or edit an existing one. Below the list's filters you'll be asked Would you like to create a workflow for this list?

No, this is just a list keeps the list as a plain grouping of customers with no workflow.
Yes, I complete an action for each customer in this list (such as contact them) reveals the workflow settings.

When you choose Yes, fill in the following:

How often is this list worked through? Choose one of:
- On a set day each week: a one-day workflow opens on the chosen day every week (for example, every Monday).
- Over each week: a workflow opens at the start of every week and runs until the end of that week. Weeks follow the first day of the week set for your brewery.
- Over each month: a workflow opens on the first of every month and runs until the end of the month.
Which day? Only shown for a set-day cadence. Choose the day of the week the list is worked through.
Assigned users and Assigned user groups: who the workflow's task is assigned to. Only users with sales or brewery admin permissions can be chosen, and you must pick at least one user or group.

Save the list. Breww opens the workflow for the current period straight away, so you can start working through it immediately. The one exception is a set-day list saved on a different day of the week, whose first workflow opens on the next occurrence of that day.

The list's page shows the cadence and assignees in the Workflow card at the top, and the customer lists index shows the cadence in its Workflow column, so it's easy to see which lists are worked through and by whom.

Note: If you change a list's cadence, the workflow for the new period opens as soon as that period begins (or straight away, if the current period under the new cadence doesn't have a workflow yet). Workflows already opened under the old cadence are kept.

To stop working through a list, edit it and choose No, this is just a list. No further workflows will open, but every workflow that has already been opened is kept so the history remains available.

Who appears on each workflow

Each workflow is a snapshot of the customers who were on the list at the moment the period started. This is deliberate: the set of customers you're working through doesn't shift underneath you part-way through the period.

Customers who join the list during a period (for example, because they now match the list's BrewwQL filter) are included from the next period onwards.
Customers who leave the list during a period stay on the current workflow and drop out from the next period.
If a customer is deleted in Breww, they're removed from any workflow where they're still pending. Where they had already been marked completed or declined, that record is kept so the workflow's history is complete.

Working through a workflow

You can open a workflow from:

The View current workflow button on the list's page, shown whenever there's a workflow for the current period with customers still pending.
The Workflows tab on the list's page, which lists every workflow for the list.
The Open workflow button on the workflow's task on the Tasks page.

At the top of the workflow page you'll see the period it covers, a progress bar and a count of how many customers are completed, declined and pending.

Below that, there's one row per customer, showing everything you're likely to need before picking up the phone or heading out:

The customer's name, type, phone number and email address, how often they typically order (for example, "Orders roughly every 14 days"), and an Overdue or Churn risk badge where Breww's order predictions suggest the customer is at risk.
Contacts: the first contact person recorded against the customer, with their job title, phone number and email address. If there are more, a link opens the customer's quick view sidebar to see them all.
Order: the most recent order the customer has placed during this period, with its status, date and total, and a button to view it. If they haven't ordered this period, the date of their last order is shown instead.
Last contact: the most recent activity logged against the customer during this period (such as a call or a completed sales visit), when it was, and who logged it. If a sales visit is planned or a task is due for the customer later in the period, that's shown here too, so you can see what's already lined up.

Use the status dropdown on the right of each row to mark the customer as Completed or Declined. The row is tinted green or red and records who set the status and when. If you mark a customer by mistake, set them back to Pending from the same dropdown.

To update several customers at once, select their rows (or use the select-all checkbox in the header) and choose Set status from the bar that appears.

Each row also has a quick view button that opens the customer's sidebar. As well as the customer's contact people and activity, the sidebar includes:

Recent orders: the customer's most recent orders, with the products on each, the total and a link to view the order.
Products ordered, last 12 months: the products the customer buys most often, with how many orders each has appeared on, the total quantity and when it was last ordered. This is handy when suggesting a reorder.

Hiding customers you've already dealt with

By default, the workflow page hides customers who have been marked completed or declined, so the list only shows who is still to do. Use the Show completed and declined button at the top of the page to see everyone, and Hide completed and declined to go back. This preference is remembered for your user across every workflow.

Once every customer has been dealt with, the page confirms that everything on the workflow is done.

Workflows and the Tasks page

Every workflow has a matching task, titled "Work through customer list: (list name)", due on the last day of the period and assigned to the users and groups chosen on the list. This means the assignees see the workflow on their Tasks page and calendar alongside everything else they need to do, and the calendar also shows when future workflows for the list are due.

The task's status follows the workflow automatically:

Pending until any customer on the workflow has been marked.
In progress as soon as at least one customer has been marked completed or declined.
Complete once no customers are pending.

If a customer is set back to Pending on a completed workflow, the task reopens. Because the workflow is the source of truth, the task's status can't be changed from the Tasks page itself; instead, it shows an Open workflow button (or View workflow once it's complete) that takes you to the workflow page.

Reviewing past workflows

The Workflows tab on the list's page shows every workflow that has been opened for the list, newest first, with the period it covered, a progress bar, who it was assigned to and whether it's Open or Completed. Use the view button on any row to open that workflow and see exactly which customers were completed or declined, by whom and when.

Note: A list that has had workflows opened for it can't be deleted, as that would remove the record of the work done. If you no longer need the list, edit it and choose No, this is just a list to stop new workflows from opening.