Managing Pipelines (Kanban Boards) in Chatbot Builder AI

Overview

Pipelines (Kanban Boards) are your powerful, visual workspace for organizing and tracking opportunities with ease. Whether you're managing sales, support tickets, or custom workflows, Pipelines give you complete control. With an intuitive interface, drag-and-drop functionality, and automation capabilities, you can streamline your processes and boost productivity like never before!

With ChatbotBuilder.ai, managing pipelines is seamless and efficient, empowering you to automate and scale your workflow effortlessly.

How to Create a Custom Pipeline

Step 1: Accessing Pipelines

1. Navigate to the Kanban Boards section in the left sidebar.
2. Click on the "Add" button in the top right corner.

Step 2: Selecting a Pipeline Type

A pop-up window will appear with three options:

• Opportunities Center – Used for managing business opportunities.
• Support Center – For tracking customer support requests.
• Custom Board – A fully customizable pipeline.

For this guide, select Custom Board.

Step 3: Setting Up Your Board

Once your new pipeline is created:

• You’ll see an empty board with one default stage.
• Click "Add Stage" to create additional columns.
• Click "Add New" under a stage to add new opportunities.

Adding a New Opportunity

Step 1: Selecting or Creating a Contact

1. Click the "Add New" button inside your newly created board.
2. A pop-up window will prompt you to select an existing contact or create a new one:
   • To select an existing contact: Search for the contact’s name and click on it.
   • To create a new contact: Click on "Add New" (blue text) and enter details such as phone number, email, and name.

Step 2: Filling in Opportunity Details

After selecting a contact, you will be directed to the opportunity creation page:

• Opportunity Name – Enter a descriptive name.
• Opportunity Value (USD) – Set the monetary value.
• Opportunity Description – Add relevant details.

Step 3: Additional Settings

Further customization is available:

• Attachments – Upload supporting files.
• Assigned Admins – Assign a team member to manage the opportunity.
• Priority – Set the importance level (Low, Medium, High).
• Status – Change between Open, In Progress, or Closed.
• Stage – Move the opportunity to a different stage in the pipeline.

Managing Opportunities

Trigger and Action Automation

Take your Pipelines to the next level with automation! Triggers initiate actions based on key events, and Actions determine what happens next. This keeps your workflow moving without manual effort.

Available Triggers

• New opportunity/ticket created
• Opportunity/ticket moved to stage
• Opportunity/ticket value changed
• Opportunity/ticket status changed
• Opportunity/ticket priority changed

Available Actions

• Add contact to pipeline
• Move the contact to a stage
• Change opportunity value
• Assign to admins
• Change status
• Change priority
• Remove contact from pipeline

Automating Pipelines via Flow Builder

Seamlessly integrate Pipelines within the Flow Builder to create smart, automated workflows. Available actions include:

• Add contact to pipeline
• Move the contact to a stage
• Change opportunity value
• Assign to admins
• Change status
• Change priority
• Remove contact from pipeline

Filtering and Sorting Opportunities

• Filter Options: Click on the Filter button to refine opportunities by assigned admins, status, or priority.
• Sort Options: Click on the Sort button to arrange opportunities by priority, update date, or creation date.

Drag-and-Drop Functionality

• Move Opportunities: Drag and drop opportunities across stages to update their progress.
• Rearrange Stages: Drag and drop stages to customize the board layout.

Moving or Deleting Opportunities

1. Click on the three dots on the top right of an opportunity card.
2. You will see options to:
   • Move to Inbox – Send the opportunity to the inbox section.
   • Delete – Permanently remove the opportunity.

Viewing and Adding Comments

1. Click on the comment icon below an opportunity card.
2. This will open the detailed view where you can:
   • See opportunity details such as status, assigned admins, and priority.
   • Edit the Description field.
   • Upload Attachments.
   • Add Comments to track updates and discussions.

Customizing Your Pipeline

Renaming, Duplicating, or Deleting a Pipeline

1. Go back to the Pipelines list.
2. Click on the three dots next to the pipeline name.
3. Select one of the following options:
   • Rename – Enter a new name for the pipeline.
   • Duplicate – Create an exact copy of the pipeline.
   • Delete – Permanently remove the pipeline.

Adding More Stages

1. Click the "Add Stage" button.
2. Enter a name for the new stage and confirm.

Renaming a Stage

1. Click on the three dots next to the stage name.
2. Select Rename and enter the new stage name.

Customizing Pipeline Settings

1. Click on Settings in the top menu.
2. Modify:
   • General Settings – Limit the number of open tickets per contact.
   • Visible Features – Toggle Priority and Value display options.
   • Card Visible Elements – Customize what details appear on opportunity cards.
   • Admin Permissions – Manage who can view, edit, and delete pipeline items.

Conclusion

The Pipelines (Kanban Boards) feature in ChatbotBuilder.ai is a game-changer for organizing and tracking workflows. By leveraging automation, drag-and-drop management, and seamless customization, you can transform your workflow into an efficient, structured powerhouse! Get started now and supercharge your pipeline management with ChatbotBuilder.ai!