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Creating a workflow with scheduled reminders

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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~~'''~~

~~''' The~~ * The Workflows page is displayed. Click on the plus button to create a new workflow.~~'''~~

* Select the '''~~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. ~~'''~~

* 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

*** EX: Grants Manager L1/L2

* 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 ‘Scheduled’ status. This is what we will set the trigger to as a result.

* 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 - ~~Advanced~~Creating Tasks=

=Appendix=

==Options and Settings==

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Bankole Oni

Smartstaff

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Creating a workflow with scheduled reminders

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