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Feature Walkthroughs

End-to-end walkthroughs grouped by who's likely to do them — onboarding, support content, and client-facing tutorials.

Overview

End-to-end walkthroughs grouped by who's likely to do them. Each walkthrough lists the audience, an estimated time, prerequisites, the outcome you should end up with, and a few helpful tips. Use these for onboarding new staff, building support content, or as the basis for client-facing tutorials.

Daily Operations

Day-to-day tasks for sales, marketing, and ops staff working a deal pipeline or contact list.

Creating a Contact (Rolodex)

  • Audience: Sales / Account Manager
  • Time: ~2 min
  • Prerequisites: Org member with access to the Rolodex (CRM) portal.
  • Outcome: A contact record exists with tags and is searchable in the contact list and 360° profile.

Steps:

  1. Open the Rolodex (CRM) portal at crm.ziplineos.localhost (local) or crm.<your-org>.ziplineos.com.au.
  2. Click "New Contact" from the contacts list header.
  3. Fill in name, email, phone, and any custom fields your org has configured.
  4. Add tags so the contact appears in the right segments (tags drive Broadcast audiences).
  5. Save — the 360° profile opens with deals, activity, and email history panels.

Tips:

  • If you'll create many contacts at once, use Registry → Settings → Import instead of one-at-a-time.
  • Email is what links a contact to deal applicants and magic-link sessions — get it right the first time.

Building an Email Campaign (Broadcast)

  • Audience: Marketer
  • Time: ~15 min
  • Prerequisites: Org member with Broadcast access; at least one verified sending domain (Registry → Settings → Email Branding); an audience of contacts (tags or saved segment).
  • Outcome: A scheduled or sent broadcast with deliverability tracked in the Broadcast dashboard.

Steps:

  1. Open the Broadcast (Marketing) portal.
  2. Templates → "New Template" (or clone an existing one) and design with the BeeFree drag-and-drop editor.
  3. Broadcasts → "New Broadcast" and pick the template.
  4. Select recipients via tags, a saved segment, or a custom filter on contact properties.
  5. Send a preview to yourself, then schedule for later or send immediately.

Tips:

  • Email Body in the simple editor is markdown, not WYSIWYG — use the BeeFree designer for richer layouts.
  • Suppressions (unsubscribes, bounces) are honoured automatically; you don't need to filter them yourself.

Uploading Documents to Drive (Drive)

  • Audience: Loan Officer / Operations
  • Time: ~3 min
  • Prerequisites: Org member with a Drive license (gated per-org — Input portal hides the Documents tab without it).
  • Outcome: Files are stored in GCS, scanned, and available for AI-powered preview/analysis.

Steps:

  1. Open the Drive portal and navigate to the target folder (or create one).
  2. Click "Upload" and select files — the upload uses a pre-signed GCS URL so large files don't pass through the API.
  3. Wait for the per-file progress to complete; thumbnails appear once processing finishes.
  4. Click a file to open the preview, run AI analysis (Vertex AI), or copy the share link.

Tips:

  • Deal-attached files belong on the Input deal Documents tab — that wires the file to the deal context, not just a generic folder.
  • If a file fails to thumbnail, check the file processing status; some MIME types skip thumbnailing by design.

Building & Configuration

Tasks for builders configuring the platform — workflows, journeys, calculation engines, and idea boards.

Creating a Workflow (Input)

  • Audience: Workflow Builder / Operations Lead
  • Time: ~30 min
  • Prerequisites: Org member with Input portal access and workflow-template editor permission; knowledge of which forms, documents, and applicant roles the deal needs.
  • Outcome: A reusable workflow template that produces deals with structured stages, forms, documents, and applicant magic links.

Steps:

  1. Open the Input portal and go to Workflow Templates.
  2. Create a new template; add stages (e.g. Pre-Application, Documents, Settlement).
  3. Inside each stage, add WorkflowItems — Form, Document, Validation Gate, Carry-Forward, Checklist, etc.
  4. Define applicant roles and per-role MaxCount/MinCount caps (e.g. exactly 1 Borrower, up to 2 Co-Borrowers).
  5. Publish the template, then create a deal from it and invite applicants — magic links go out via Mailgun.

Tips:

  • Validation Gates won't let a deal advance until earlier required items are done — use them to enforce process, not gates per item.
  • Carry-Forward items pull data from a prior submission; remember to scope the carry-forward to a specific source workflow to avoid leaking unrelated forms.

Building a Journey (Broadcast)

  • Audience: Marketer / Lifecycle Lead
  • Time: ~25 min
  • Prerequisites: Org member with Broadcast access; templates already built for the emails/SMS the journey will send.
  • Outcome: A published, multi-step automation that enrols contacts on a trigger and walks them through emails, waits, and decisions.

Steps:

  1. Open the Broadcast portal → Journeys → "New Journey".
  2. Add an EntryTrigger node (tag added, deal stage changed, form submitted, etc.).
  3. Add SendEmail / SendSms / Wait / Condition / Split / UpdateContact / Webhook / GoalCheck nodes — wire them in the visual builder.
  4. Test with a single contact (Preview enrollments) and verify the path matches your intent.
  5. Publish — enrolments start immediately for any contact matching the trigger going forward.

Tips:

  • GoalCheck nodes exit early when the contact has hit the journey's goal (e.g. completed application) — use them to avoid spamming converted contacts.
  • Journey status ends in Completed once a contact reaches an Exit node; cancelled journeys leave enrolments hanging — prefer Exit over Cancel for retired flows.

Building a Calculation Engine (Logic)

  • Audience: Builder / Underwriting Analyst
  • Time: ~45 min
  • Prerequisites: Org member with Logic portal access; a clear specification of the calculation's inputs, formula(s), and outputs.
  • Outcome: A published calculation engine that deal workflows can invoke via the /api/v1/logic endpoints.

Steps:

  1. Open the Logic portal and go to /calculations — the calculation engine list.
  2. Create a new engine and open the builder at /calculations/:engineId/build.
  3. Define inputs (typed: Number, Money, Boolean, Date, Text — these become the engine's API contract).
  4. Define computations (named formula steps that reference inputs and prior computations).
  5. Define outputs (the values the engine returns to callers).
  6. Publish the engine version — the API exposes it to deal workflows immediately.

Tips:

  • Logic replaced the old rate-tables / hem-tables / lender-profiles model — if a doc still mentions those, it's stale.
  • Engines are versioned: publish a new version rather than mutating a live one in flight, so in-flight deals keep their snapshot.

Capturing Ideas on a Board (Ideas)

  • Audience: Anyone in the org
  • Time: ~5 min
  • Prerequisites: Org member with Ideas portal access.
  • Outcome: A shared canvas with ideas captured, optionally grouped, and visible to other board members.

Steps:

  1. Open the Ideas portal and create or open a board.
  2. Drop sticky notes, shapes, and connectors onto the canvas.
  3. Invite collaborators via board settings — they see your edits in real time.
  4. Export a snapshot when the session ends so the outcome is captured outside the canvas.

Tips:

  • Ideas is intentionally lightweight — for anything that needs structured tracking, promote the idea into an Input workflow or a CRM contact rather than living on the board.

Admin & Setup

Setup tasks performed by admins and owners when onboarding the org or wiring integrations.

Inviting and Activating a New User (Registry)

  • Audience: Admin / Owner
  • Time: ~5 min
  • Prerequisites: Admin or Owner role on the organisation; an available org licence seat (check Registry → Settings → Usage).
  • Outcome: The invited user has accepted, is a member with the assigned role, and has the right app licences.

Steps:

  1. Open the Registry (Identity) portal → Members.
  2. Click "Invite Member", enter the email, choose the org role (Member / Admin / Owner) and any MemberType assignment.
  3. Send the invitation — the user receives a Mailgun email with an /accept-invite link.
  4. Once they accept, assign per-app licences in Registry → Licenses (e.g. Drive, Broadcast, Logic).
  5. Verify in /members/:memberId — invitation status reads Accepted, role and licences are correct.

Tips:

  • Member role assignments above your own role are blocked — only Owners can grant Owner.
  • MemberType assignment is privilege-escalation-sensitive: only Admin/Owner can assign, enforced by MemberTypeAssignmentSecurityTests.
  • If the invite email doesn't arrive within a few minutes, check Registry → Settings → Audit Logs for an Invitation event before resending.

Generating an API Token (Protocol)

  • Audience: Integrations Admin
  • Time: ~4 min
  • Prerequisites: Org member with Protocol portal access and the api-tokens admin permission.
  • Outcome: A scoped API token the integration can use against the org's /api/v1 endpoints.

Steps:

  1. Open the Protocol portal → /api-tokens.
  2. Click "New Token" and give it a descriptive name (the integration's name + purpose).
  3. Choose scopes — only grant what the integration genuinely needs.
  4. Copy the token value when shown — it's not retrievable later.
  5. Hand it to the integration as a header on the X-Organization-Id-scoped /api/v1 calls.

Tips:

  • Rotate tokens on a schedule and immediately on departure of whoever held the secret.
  • If a token leaks, revoke it from the same /api-tokens screen — revocation takes effect on the next request.

Setting Up a Scheduled Event (Protocol)

  • Audience: Integrations Admin / Operations
  • Time: ~8 min
  • Prerequisites: Org member with Protocol portal access; knowledge of which engine/integration the scheduled event should invoke.
  • Outcome: A recurring event runs on schedule (Cloud Tasks-backed) and shows up in the activity log.

Steps:

  1. Open the Protocol portal → /scheduled-events.
  2. Click "New Scheduled Event".
  3. Pick the engine/integration to invoke and configure its parameters.
  4. Set the schedule (cron expression or a recurring interval).
  5. Save — the next run time appears in the list, and each execution lands in /activity-log.

Tips:

  • Failed runs surface in the activity log with the response payload — that's the first place to look when something doesn't fire.
  • Scheduled events run on the worker DbContext (zipline_worker) and are exempt from the tenant RLS stamp once Piece 3 ships — they legitimately need cross-tenant access for sync jobs and backfills.

Reporting & Insights

Pulling numbers, building dashboards, and answering ad-hoc questions about your org's data.

Running a Custom Telemetry Query (Telemetry)

  • Audience: Analyst / Ops Lead
  • Time: ~10 min
  • Prerequisites: Org member with Telemetry portal access.
  • Outcome: A saved, re-runnable query with chart output, sharable with other org members.

Steps:

  1. Open the Telemetry portal → /query (the custom query builder).
  2. Choose a data source (Contacts, Deals, Forms, etc.) and add filters/aggregations.
  3. Pick a chart type (line, bar, table) and preview.
  4. Save the query into /queries with a clear name so colleagues can re-use it.
  5. Pin the chart onto the dashboard at / for at-a-glance visibility.

Tips:

  • Field names in the query builder are allowlisted — there's no SQL injection surface, but it also means a brand-new entity field may take a release to appear.
  • Audit Logs (/audit-logs) are queryable too — useful for "who changed what" investigations.

Client-Facing

Walkthroughs from your end customer's point of view — for support, training, and onboarding documentation.

  • Audience: Applicant / End Customer
  • Time: ~20 min
  • Prerequisites: A magic-link invitation email from your org (no ZiplineOS account needed).
  • Outcome: The application is submitted, documents are uploaded, and the requesting org sees the deal advance.

Steps:

  1. Click the magic link in the invitation email — it opens the Collect (Client) portal at /:token. No password.
  2. Step through each form on the application — progress is saved automatically as you go.
  3. Upload requested documents at /:token/upload — files land in Drive, attached to the deal.
  4. Sign any e-signature documents in the same flow.
  5. Confirm submission at /:token/complete — the requesting org receives a notification and the deal advances.

Tips:

  • The magic link is single-applicant — don't forward it to anyone else; their submissions would land under your name.
  • Lost the link? Ask the requesting org to re-issue from the Input portal deal page — links can be regenerated, the prior link is then invalidated.
  • The Collect portal is mobile-responsive — applicants regularly complete the whole flow from their phone.