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Common Workflow Tasks for Awarded / Approved Status

2,985 bytes added, 17:54, 12 May 2022

→‎Configuration - Advanced - Creating Tasks

<u>'''Creating Your First Task'''</u>

 

* Navigate to the Task tab found on the left side of your screen. 

<u>'''Creating Your Remaining Tasks (2-4)'''</u>

'''Task 2 – Create Payment Record '''

 * '''Task 2 – Create Payment Record '''** Task Name → Create Payment Record ** Task Type → Create New Activity ** Select the activity type you want to create and the default status the activity should be created in. 

INSERT IMAGE 

 

 

 

: → Start Date / End Date: Choose the date fields that will determine the start and end date of the activity scheduling period. 

: → You can set the frequency the activity is scheduled - activities will be created immediately, but the date will take the frequency into account. Note that activities will only be automatically automatically      scheduled within the time frame set above. 

: → Select the field from the grant application that contains the grant amount. This value will then be split equally between all payment activities being scheduled. 

: → You can also select the field where the amount of each payment will be stored - note that the total amount will be divided equally between all of the activities. 

: → Select the date field that will determine the scheduled activity date.

:  

: INSERT IMAGE 

<span style="color: #008000;">'''Note:'''</span> If you do not see a Scheduling Tab → make sure to toggle on advanced options found near the top right of your screen.   '''Task 3 - Send Approved Receipt ''' * Task Name → Send Approved Receipt  * Task Type → Acknowledgement  * In this case, you will be using the acknowledgment task to send an email to the applicant. You can specify who the email will be sent to under the Routing section. Select Owner if you want the email to be sent to the applicant.    INSERT IMAGE   * You can configure the email being sent by navigating to the Message Template tab.  * Here you can specify: : → Message type (instant message or email).: → Email template (can create from scratch or choose an existing template).: → Add a subject to the email template.: → You can use the Variable Syntax helper (found in the configuration mode shortcuts) to test your email template against a record. Copy the email template and paste it into the helper. This will allow you to confirm that you are populating the correct information in your email template.    * We always suggest saving your email as an event. This will store the email as an event on the user profile.* You can also add attachments to the email template here. 

<span style="color: → To do so you will need to reference a custom field where the document is stored. The format used to reference the field is '''@#008000;">Custom Field ID#@'''Note: → You can attach multiple documents. They will need to be delimited by semicolons. :→ Saving the email as an event will create an Email activity on the Application record - this makes it easier to track communications between your organization and the applicant.     INSERT IMAGE    '''Task 4 - Create Progress Report  ''' * Task Name → Create Progress Report  * Task Type → Create New Activity * Select Progress Report from the activity drop-down and specify the configuration for the new activity under the Scheduling tab (visual example shown in Task 2).    '''Task 5 - Create Final Report  '''</span> If  * Task Name → Create Final Report * Task Type → Create New Activity  * Select the Final Report from the activity drop-down. * In this case you only want to generate a single Final Report, so you do will not see need to configure any fields under the scheduling tab.     '''Task 6- Create Contract ''' * Task Name → Create Contract * Task Type → Create New Activity * In this case you only want to generate a Scheduling Tab single Contract, so you will not need to configure any fields under the scheduling tab.   : → You can also generate a contract through the '''Generate PDF task''' - but you will not be able to alter the document once the PDF is created. By creating a contract activity, you are able to make sure adjustments to toggle on advanced options found near the top right of your screencontract's content.    '''Task 7 - Update Approved Date - ''' * Task Name → Update Approved Date  * Task Type → Update Custom Field Value * Select the field you want to update → Date Approved * You can then enter the updated field value below. * If you want to update the field to the current date - enter the following variable - @date(currentdate)@

<u>''' '''</u>INSERT IMAGE 

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Morgan Liik

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