How To: Workflow Templates

1. Select Workflow Templates from the Administration area. You will be taken to the Workflow Templates DataGrid. To learn more about DataGrids, click here.

2. Click the Add button at the top left hand corner of the DataGrid. This will open the Workflow Maintenance Details page.

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3. Enter the title for the Workflow, and select the Module and Trigger event. Add a Description if you wish. At this point, we recommend leaving the Workflow as inactive until you have entered some rules into the Workflow.

4. Click Save to save your Workflow.

1. Select Workflow Templates from the Administration area.

2. Right-click the Workflow you wish to activate and select Set as Active from the context menu.

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1. Select Workflow Templates from the Administration area.

2. Right click the Workflow and select Edit from the context menu.

1. Navigate to the Settings tab within the Workflow.

2. Ensure that the Matching Rules tick-box is ticked.

3. To add a rule to the Workflow, click the Add Filter(s) button.

4. Use the drop downs to select the rules you wish to apply to the Workflow. To add additional rules, click the + button. To remove rules, click the - button.

    

5. Click Save to save your Workflow Settings.

On Update Setting Guidance

This setting determines what Workflows do with unexecuted actions when settings are changed.

• Refresh Values
  Each time an object is updated, any Workflow Instances that haven’t yet been sent/triggered will be updated to use the new information.
  For example:

  • If a ‘Course Reminder’ email is due to send to all Delegates 7 days before their Course, and the start time of the Course is updated by an admin 9 days before the Course from 10am to 9am. The reminder email will still send 7 days before the Course, and it will be updated to contain the new start time of 9am.

  • If a ‘Venue Has Changed’ email sends when the Venue is updated, and the Venue is updated multiple times, this Workflow will only trigger once.

• Duplicate
  Each time the object is updated, a new instance will be created for this Workflow to send.
  If you don't include a 'Has Changed' rule when using the Duplicate option, an email could send every time anything related to that object is changed in the platform.
  For example:

  • If a ‘Course Reminder’ email is due to send to all Delegates 7 days before their Course, and the start time of the Course is updated by an admin 9 days before the Course from 10am to 9am. The reminder email will send 7 days before the Course, although it will send twice - the original version will send with the original course start time of 10am, and a second version will send which contains the new start time of 9am.

  • If a ‘Venue Has Changed’ email sends when the Venue is updated, and the Venue is updated multiple times, this Workflow will trigger an email for each Venue change.

• Ignore
  Each time an object is updated, nothing will be updated/changed for their pending Workflow Instances.
  For example:

  • If a ‘Course Reminder’ email is due to send to all Delegates 7 days before their Course, and the start time of the Course is updated by an admin 9 days before the Course from 10am to 9am. The reminder email will still send 7 days before the Course, and it will be contain the original start time of 10am.

1. Navigate to the Settings tab within the Workflow.

2. Ensure that the Advanced Rules tick-box is ticked.

3. Your rules will now appear in a line. To add an AND rule, use && between your rules. To add an OR rule, use || between the appropriate rules. Ensure that you use brackets if your Workflow has more than two rules.
   
   

    

4. Click Save to save your Workflow Settings.