Smartstaff
109
edits
Changes
→No summary
This article will show you how to set up scheduled notification reminders from [[Workflows - Overview|workflows]].
=Configuration - EssentialsWorkflows=
==Creating a New Workflow==
The following steps outline how to set up a new workflow:
'''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 '''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 - Advanced===Creating Workflow Tasks= Tasks=We recommend that you create all of your '''workflow tasks ''' before connecting the tasks.
The following steps outline how to set up the tasks:
: [[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]]
[[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.
[[File:4 week reminder to Grantee task.png|thumb|none|800px|4 week reminder to Grantee task]]
[[File:1 week reminder to Grantee task.png|thumb|none|800px|1 week reminder to Grantee task]]
# We have given this a '''Task Name '''1 Week Reminder to Grantee # 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 '''Grantee/Owner '''of the record.# Create the '''Message 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]]
==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]]
==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]]
==Creating 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.