=Overview=
Use case: Notifications that a Issuing notifications about upcoming task is due to be completed is deadlines is a common requirement in grants administration. These reminders are particularly important when it comes to the completion of progress reports once a grant has been awarded. Automating these reminders reduces the administrative burden on internal staff members. This can also be helpful in the case of multi-year grants or grants with multiple reporting requirements, which can be time consuming to follow up on manually
Example: An For example, an application gets approved by a grants administrator. A report schedule is created with due dates set at 3 month intervals between the start and the end date of the grant. Automated notifications can be scheduled to remind the individual responsible to complete the task in a timely manner.
A Workflow is a This article will show you how to set of repeatable steps used to automate and streamline your business processes within the systemup scheduled notification reminders from [[Workflows - Overview|workflows]].
=Configuration - EssentialsWorkflows=* Click the Menu Icon and under the System Processes , click the '''Workflows''' link. You can also access this by going into the Global settings -> System ==Creating a New Workflow==[[FileThe following steps outline how to set up a new workflow:Workflow Settings.png|thumb|none|800px|Workflow Settings]]
# Click the '''Menu Icon''' and select '''Workflows''' link under System Process. You can also access this by going into the''' Global Settings''' > '''System''' tab > '''Workflows'''. <br /> [[File:Workflow Settings.png|thumb|none|800px|The <strong>Workflows</strong> link located under the <strong>Menu Icon</strong>]]
# On the '''Workflows''' page, click on the plus button to create a new workflow. <br /> [[File:Workflows_Main_Page.png|thumb|none|800px|The plus button allows you to create a new <strong>Workflow</strong>]]
# Select the '''Workflow Type'''. The type will dictate what options will be available when creating '''Tasks''' and where the actions will occur. For this workflow, we’re going to be selecting '''Tracking Activities'''. We are selecting '''Tracking Activities''' for this workflow because we are looking at Level 2 records which in this case are the reports. <br />[[File:Create a Report Reminder Workflow - Main setup page.png|thumb|none|800px|Main setup for creating a report reminder]]
# Give the workflow a '''Name''', add the workflow to a '''Category''', and add a brief '''Description''' to summarize the tasks within it, including any branching conditions for ease of review later. It is also recommended to keep track of any changes made to the task by adding some notes. Categories are created by your organization. We suggest creating categories based on the UTA and record level. The following naming convention is recommended to avoid confusion: Activity Level (1/2/3) - Goal/Status/Reminders.
# Set the '''Trigger on''' to determine what automated tasks are going to be triggered in this workflow. This will define when your workflow is triggered. Depending on the '''Workflow Type''', you will be selecting from a list of statuses. In our example, the activities will have been created in the 'Scheduled' status. This is what we will set the trigger to as a result.
# A '''Termination Trigger''' should be set for any workflow that is scheduling tasks for the future. This will cancel any pending tasks if it is no longer required. In this example, if the applicant submits their reports ahead of the due date, the report status will change to 'Submitted', which can be set as a termination trigger on the workflow and prevent unnecessary reminders.
# Click the '''Save''' button. The workflow is saved and the '''Workflow ID''' is now populated
Now you will see additional options relating to this workflow. You can add notes, view the list of tasks, workflow connections, pending queue for upcoming workflow tasks, and a history of when this workflow was triggered.
* The Workflows page is displayed. Click on the plus button to create a new workflow.
[[File:Workflows_Main_Page.png|thumb|none|800px|Add a new Workflow]]
* Select '''Note''': The field names, activity types, and status names referenced in this example are specific to the SmartSimple Grants Demo System. If you are trying to replicate this workflow in your own system, check that you are using the correct field names, activity types and statuses specific to your system. You can build your workflow on your production system first and test it on your backup the next day. Make sure to set the '''Workflow typeTrigger On'''. The type will dictate what options will be available when creating to '''tasksDeactivate''' and where so the actions will occurworkflow won’t run. For this Once your workflowappears in your backup, we’re going you can set the '''Trigger On''' to be selecting Tracking Activities. We are selecting Tracking Activities for this the correct status and test your workflow because we are looking at level 2 records which in this case are the reportswithout worrying about impacting your production environment.
[[File:Create a Report Reminder Workflow =Configuration - Main setup page Tasks=We recommend that you create all of your '''workflow tasks''' before connecting the tasks.png|thumb|none|800px|Create a Report Reminder Workflow - Main setup page]]
* Give the workflow a '''Name''', add the workflow The following steps outline how to a '''Category''' and add a brief '''Description''' to summarize set up the tasks within it, including any branching conditions for ease of review later. It is also recommended to keep track of any changes made to the task by adding some notes. ** Categories are created by your organization. We suggest creating categories based on the UTA and Record Level. *** EX: Reports - Reminders** Suggested naming convention: Activity Level (1/2/3) - Goal/Status/Reminders<br data-attributes="%20/">*** EX: Grants Manager L1/L2
* Set # Click on the '''Trigger onTasks''' to determine what automated tasks are going to be triggered in this workflow on the left-hand menu. ** This will define when your A '''workflow is triggered.** Depending on the workflow type, you ''' will be selecting from always have a starting point and a list of statusescompletion point where it can terminate. ** In our examplebetween, the activities will you can have been created in ‘Scheduled’ status. This is what we will set the trigger to as a resultmany different tasks in the workflow.''' '''
* A '''termination trigger''' should be set for any workflow that’s scheduling tasks for the future. This will cancel any pending tasks if it is no longer required. In this example, if the applicant submits their reports ahead of the due date, the report status will change to Submitted, which can be set as a termination trigger on the workflow and prevent unnecessary reminders. * Click the Save button. The workflow is saved and the Workflow ID is now populated Now you’ll see some additional options relating to this workflow. You can add notes, view the list of tasks, workflow connections, pending queue for upcoming workflow tasks, and a history of when this workflow was triggered. '''Note''': The field names, activity types, and status names referenced in this example are specific to the SmartSimple Grants Demo System. If you are trying to replicate this workflow in your own system, check that you are using the correct field names, activity types and statuses specific to your system. '''*Tip*''' → You can build your workflow on your production system first and test it on your backup the next day. Make sure to set the Trigger-on to Deactivate so the workflow won’t run. Once your workflow appears in your backup, you can set the Trigger-On to the correct status and test your workflow without worrying about impacting your production environment. =Configuration - Creating Tasks='''*Best Practice*''' → Create all of your workflow tasks before connecting the tasks. Navigate to the Tasks bar on the left-hand menu. A workflow will always have a starting point and a completion point where it can terminate. In between, you can have as many different tasks in the workflow.''' ''' [[File:Creating a New task.png|thumb|none|800px|Creating a New task]] : 2. To create a new task, click on the plus button. Again, you would have to give the task a '''Name''', select a '''Task type''', and add a brief '''Description''' of the task. The''' task types''' mainly used in this workflow are either an '''Acknowledgement''' or a '''change in status'''. The options available will vary from task type to task type. ==Task 1: '''Creating the tasksInitial Delay'''== * The first '''Task 1: Initial Delaytask'''<br data-attributes="%20/">** The first task is named ''' Initial Delay ''' since it has no function but will indicate that a '''workflow ''' has started when looking through '''workflow histories ''' and logs. It is a branching '''task ''' without any additional function.
[[File:Initial Delay task.png|thumb|none|800px|Initial Delay task]]
* ==Task 2: '''Task 2: 6 Week Reminder to Staff'''== The The next '''task ''' will be used to send out the first email reminder to the '''Grant Staff''' about the upcoming report that is to be filled out
[[File:6 week reminder to Grant Staff task.png|thumb|none|800px|6 week reminder to Grant Staff task]]
Setting up the 6 Week Reminder to Staff task
# We have given this a '''Task Name '''6 Week Reminder to Staff
# The '''Task Type''' selected here is an Acknowledgement, which will send a message to the user.
# The''' Description''' is optional, but we suggest adding a brief description of what this task is performing
# The''' Role''' indicates which user should receive this reminder email. In this case, it is the '''Grant Staff''' user that has been assigned to record.
# You can Create a '''Default Task Connector''' to the previous task, but it is recommended to create all the tasks first and then create the connectors afterwards. In this case, the connector will need to be modified after it has been created to account for the scheduling.
# Create the '''Message template''' which would include the '''Message Type''', '''Email Template''', '''From Address''', any other '''Cc Address(es)''', '''Message Format''', '''Message Subject''', and the '''Body''' of the message. You can use variables to populate content relevant to the triggering record, such as a name or grant id.
: '''Task Name → '''6 Week Reminder to Staff : '''Task Type''' → Acknowledgement: '''Description''' → Add a brief description of what this task is performing: '''Role''' → Add the role that should receive this reminder email. In this case, it is the '''Grant Staff''' user that has been assigned to record.: You can Create a '''Default Task Connector''' to the previous task, but it is recommended to create all the tasks first and then create the connectors afterwards. In this case, the connector will need to be modified after it has been created to account for the scheduling.: Create the '''Message template''' which would include the '''Message Type''', '''Email Template''', '''From Address''', any other '''Cc Address(es)''', '''Message Format''', '''Message Subject''', and the '''Body''' of the message. You can use variables to populate content relevant to the triggering record, such as a name or grant id. [[File:Message template for tasks.png|thumb|none|800px|Message template for tasks]]* '''Task 3: 4 Week Reminder to Grantee'''
==Task 3: '''4 Week Reminder to Grantee'''==This next task will be used to send out the first email reminder to '''Grantee''' about the same upcoming report that is to be filled out.
[[File:4 week reminder to Grantee task.png|thumb|none|800px|4 week reminder to Grantee task]]
: Setting up the 4 Week Reminder to Grantee task # We have given this a '''Task Name → Name '''4 Week 4 Week Reminderto Grantee : # The '''Task Type''' → selected here is an Acknowledgement, which will send a message to the user.: # The'''Description Description''' → Add is optional, but we suggest adding a brief descriptionof what this task is performing: # The'''Role Role''' → Add the role that indicates which user should receive this reminder email - Owner: Create the . In this case, it is the '''Message templateGrantee/Owner '''of the record.* # Create the '''Task 4: 1 Week ReminderMessage template'''.
This ==Task 4:''' 1 Week Reminder'''== This next task will be used to send out a second email reminder to the Grantee about the same upcoming report that is to be filled out.
[[File:1 week reminder to Grantee task.png|thumb|none|800px|1 week reminder to Grantee task]]
: Setting up the 1 Week Reminder to Grantee task # We have given this a '''Task Name → Name '''1 Week 1 Week Reminderto Grantee : # The '''Task Type''' → selected here is an Acknowledgement, which will send a message to the user.: # The'''Description Description''' → Add is optional, but we suggest adding a brief descriptionof what this task is performing: # The'''Role Role''' → Add the role that indicates which user should receive this reminder email - Owner: Create the . In this case, it is the '''Message templateGrantee/Owner '''of the record.* # Create the '''Task 5: On Due Date Reminder to GranteeMessage template'''.
==Task 5: '''On Due Date Reminder to Grantee'''== This next task will be used to send out a third email reminder to the Grantee about the same upcoming report that is to be filled out.
[[File:On due date reminder to Grantee task.png|thumb|none|800px|On due date reminder to Grantee task]]
: Setting up the On Due Date Reminder to Grantee task # We have given this a '''Task Name → Name '''On Due Date Reminder to Grantee: # The '''Task Type''' → selected here is an Acknowledgement, which will send a message to the user.: # The'''Description Description''' → Add is optional, but we suggest adding a brief descriptionof what this task is performing: # The'''Role Role''' → Add the role that indicates which user should receive this reminder email - Owner: Create the . In this case, it is the '''Message templateGrantee/Owner '''of the record.* # Create the '''Task 6: On Due Date Reminder to Grant StaffMessage template'''.
==Task 6: '''On Due Date Reminder to Grant Staff'''==
This next task will be used to send out a third email reminder to the Grant Staff about the same upcoming report that is to be filled out.
[[File:On due date reminder to Grant Staff task.png|thumb|none|800px|On due date reminder to Grant Staff task]]
: Setting up the On Due Date Reminder to Grant Staff task # We have given this a '''Task Name → Name '''On Due Date Reminder to StaffGrantee: # The '''Task Type''' → selected here is an Acknowledgement, which will send a message to the user.: # The'''Description Description''' → Add is optional, but we suggest adding a brief descriptionof what this task is performing: # The'''Role Role''' → Add the role that indicates which user should receive this reminder email - Grant Staff: Create the . In this case, it is the '''Message templateGrant Staff '''on the record.* # Create the '''Task 7: Status to OverdueMessage template'''.
==Task 7: '''Status to Overdue'''==
This task is created to change the status of the report to overdue. Note that if additional tasks need to be triggered by the overdue status, an additional workflow will need to be created and triggered.
[[File:Status to Overdue task.png|thumb|none|800px|Status to Overdue task]]
: Setting up the Status to Overdue task # We have given this a '''Task Name → Name '''Status to Overdue: # The '''Task Type''' → selected here is an Change Status, which changes the status of the record.: # The'''Target Target ''' → Current Object (in this case would be the current object, which is the report).: # The'''Entity Entity ''' → is Level One: # This task will '''Change Status To→ To '''Application Manager - Overdue =Configuration - Task Connectors===Creating task connectorsTask Connectors==
Now that you have created all of your workflow tasks, you will need to connect them. This can be done by creating Connectors. Workflows only run tasks if they have been connected together and have applicable conditions.
[[File:Overview of tasks and connectors.png|thumb|none|800px|Overview of tasks and connectors]]
==Testing the Workflow==
Now that you have built the workflow, you want to make sure that it functions correctly. You can do so by setting a test record to the Approved status and checking the workflow history on the workflow. However, this particular workflow has been scheduled to send reports as far as 6 weeks in advance, the initial delay task will be listed, and the status will display as pending while it waits for the trigger date. You would need to go to the workflow history on one of the reports to see the pending email tasks.
* You will be able to see the email sitting in the queue and you can open the body of the email by clicking the envelope icon.
=See Also=
* [[Workflows - Overview|Workflows Overview]]
[[Category:Workflows]]