How do I document a complex CRM workflow before my operations manager goes on leave?

Have the operations manager record each CRM workflow using a capture tool while performing the task normally. Prioritize the workflows only they know — custom reports, escalation paths, and integration setups. A 5-minute recording produces a complete guide with screenshots and step descriptions. Aim to capture 5-10 critical CRM workflows in a single afternoon before they leave.

What CRM workflows should you capture first?

Priority	Workflow	Why It Is Critical
1	Custom report generation	Often undocumented and built with tribal knowledge
2	Lead assignment and routing rules	Breaks immediately if misconfigured
3	Deal stage progression and pipeline updates	Sales team depends on correct stage definitions
4	Integration troubleshooting (email sync, Zapier)	Only the ops manager knows the fix
5	User provisioning and permission changes	New hire access depends on this
6	Data cleanup and deduplication	Periodic task with specific steps
7	Escalation paths and exception handling	Undocumented judgment calls

What is the fastest capture process?

1. Install Glyde or a similar capture extension
2. Have the manager open the CRM and click "Record"
3. They perform the workflow at normal speed
4. Click "Stop" — the guide is generated automatically
5. The manager reviews and adds context notes (3-5 minutes)
6. Export to your team's wiki (Notion, Confluence)

How do you organize the captured guides?

• One guide per workflow — Do not combine multiple processes into one document
• Title as a question — "How do I generate the weekly pipeline report?" is easier to find than "Pipeline Report v2"
• Tag by CRM section — Reports, Contacts, Deals, Integrations, Admin
• Link from a master checklist — Create a "CRM Operations Runbook" page that links to every guide

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This answer is part of our guide to screen recording to documentation.