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Creating a workflow with scheduled reminders

82 bytes removed, 20:10, 16 May 2022
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=Configuration - Essentials=
* 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
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* The Workflows page is displayed. Click on the plus button to create a new workflow.
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* 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.
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* 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.  
*** EX: Reports - Reminders
** Suggested naming convention: Activity Level (1/2/3) - Goal/Status/Reminders<br data-attributes="%20/">
*** EX: Grants Manager L1/L2
* Set the '''Trigger on''' to determine what automated tasks are going to be triggered in this workflow. &nbsp;
** This will define when your workflow is triggered.
** Depending on the workflow type, you will be selecting from a list of statuses. &nbsp;
** In our example, the activities will have been created in ‘Scheduled’ status. This is what we will set the trigger to as a result.
'''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*''' → &nbsp;→ 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. &nbsp;
=Configuration - Creating Tasks=
'''*Best Practice*''' →  &nbsp;→&nbsp; Create all of your workflow tasks before connecting the tasks. &nbsp;
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  in&nbsp; the workflow.''' &nbsp;'''
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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. &nbsp;
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'''Creating the tasks'''
* '''Task 1: Initial Delay'''<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.
* '''Task 2: 6 Week Reminder to Staff'''
      &nbsp; &nbsp; &nbsp; 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
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: '''Task Name → '''6 Week Reminder to Staff Staff&nbsp;
: '''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.
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: 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 3: 4 Week Reminder to Grantee'''
      &nbsp; &nbsp; &nbsp; 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.
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: '''Task Name → '''4 Week Reminder Reminder&nbsp;
: '''Task Type''' → Acknowledgement
: '''Description''' → Add a description
* '''Task 4: 1 Week Reminder'''
      &nbsp; &nbsp; &nbsp; 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.
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: '''Task Name → '''1 Week Reminder Reminder&nbsp;: '''Task Type''' → &nbsp;→ Acknowledgement: '''Description''' → &nbsp;→ Add a description: '''Role''' → &nbsp;→ Add the role that should receive this reminder email - Owner: Create the the&nbsp;'''Message template'''
* '''Task 5: On Due Date Reminder to Grantee'''
      &nbsp; &nbsp; &nbsp; 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.
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: '''Task Name → →&nbsp;'''On Due Date Reminder to Grantee: '''Task Type''' → &nbsp;→ Acknowledgement: '''Description''' → &nbsp;→ Add a description: '''Role''' → &nbsp;→ Add the role that should receive this reminder email - Owner: Create the the&nbsp;'''Message template'''
* '''Task 6: On Due Date Reminder to Grant Staff'''
      &nbsp; &nbsp; &nbsp; 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.
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: '''Task Name → →&nbsp;'''On Due Date Reminder to Staffto&nbsp;Staff: '''Task Type''' → &nbsp;→ Acknowledgement: '''Description''' → &nbsp;→ Add a description: '''Role''' → &nbsp;→ Add the role that should receive this reminder email - Grant &nbsp;Grant Staff: Create the the&nbsp;'''Message template'''
* '''Task 7: Status to Overdue'''
      &nbsp; &nbsp; &nbsp; 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.
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: '''Task Name → →&nbsp;'''Status to Overdue: '''Task Type''' → &nbsp;→ Change Status: '''Target''' → Current &nbsp;→&nbsp;Current Object (report): '''Entity''' → Level &nbsp;→&nbsp;Level One
: '''Change Status To→ '''Application Manager - Overdue
=Configuration - Creating task Creating&nbsp;task 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.
* Create a Starting connector to start your workflow. &nbsp;** Click the New button on the first row of your workflow tasks. &nbsp;
** The connector connects the starting point to the Initial Delay
** Leave the '''Name''' and''' Trigger Type''' as the default for your starting connector, or name it appropriately if required.
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.
'''<strong> &nbsp;'''</strong>
Once the time comes for these emails to get sent out, here is how to check to see if the workflow is performing these tasks.
* You can also confirm that your email was sent to the applicant by navigating to your Message Queue in the Menu. This can also be accessed by going to the Global Settings -> &gt; Communication
** Note: Not all of the options in the menu below will be visible in your menu.
==Options and Settings==
<!span id="bs_comment:@@@CMT0@@@" class="mceNonEditable comment" data-bs-type="comment" data-bs-id="0">Explain all applicable misc options and settings that shouldn't be explained above here...--</span>
===General Settings===
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=Examples=
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Bankole Oni
Smartstaff
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