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Navigate to All Users > Workflow Definitions
In the Member drop down choose a member (Members are a way to categorize workflows and control access)
In the Definition Name box, enter a name for the workflow (This name cannot be changed once the workflow is saved)
Click Add
Type: A broad way to organize workflows. Depending on the workflow setup and configuration, the type may affect if the workflow appears on dashboard tiles or in document portals. Type options are set using STParm SYWFTY
Category: A narrow way to organize workflows. Depending on the workflow setup and configuration, the type may affect if the workflow appears on dashboard tiles or in document portals. Workflows with category S will be searchable on the Prospect Finder (Filters > Prospects) using the Tracking Source Work Flow Name filter. Category options are set using STParm AFREAD
Description: Text to characterize the workflow.
Mode: The mode tells the system the intention of the activity.
Emails Sent on Add: Upon adding an activity encompassing the workflow to an individual, the workflow will immediately send the email configured on this screen.
Scheduled Email: Upon adding an activity encompassing the workflow to an individual, the workflow will send the email configured on this screen on a future date. The future date is determined by the date the activity is added to the individual plus the "days out" configured on the activity tracking template.
Text Message Sent on Add: Upon adding an activity encompassing the workflow to an individual, the workflow will immediately send the text message configured on this screen. Depending on how the user adds the activity, the user may modify the text message prior to sending.
Scheduled Text Message: Provides the ability to schedule a text message. Refer to MessageMedia documentation.
Note only (Not Text or Email): Select this mode if the activity encompassing the workflow is designed to hold a note or attachment, or serve as a reminder or a future action.
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Is Word Mergable: Indicates the workflow is part of a physical mail merge process
Is Gradeable: Not in use
Is Queueable: Indicates the workflow will display the To Do queue results drown down. The queue results drown down allows the assignment of another activity to occur based on the selection in the drop down
Prereq Usage: Indicates the workflow is associated with a course pre-requisite
Print on Degree Audit: Prints the Workflow Name, Due Date, and the First Comment Note box on the bottom of the Degree Audit for a student
Required FA Document: Indicates a document (e.g. verification) that must be received prior to originating federal financial aid
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Email Admissions Counselor: The workflow will email the admissions counselor assigned to the individual the workflow is placed on
Email Faculty: The workflow will email the instructor of the class of which the activity is associated with. This feature works only if the activity is assigned automatically by a database trigger or through a course roster.
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Requires third-party integration with MessageMedia. Refer to Campus Cafe MessageMedia documentation for specific setup required for workflows associated with texting.
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Retention
Part of the student retention scoring and reporting system.
Retention Rating: The numerical value will add to the student's retention score. A higher score indicates the student is a higher risk of not continuing.
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Requires third-party integration with DocuSign. Refer to Campus Cafe DocuSign documentation for specific setup required for workflows associated with DocuSign templates.
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Student must Sign: Select option to require a student to sign
Notify Student When Signature is Pending: Select this option when an administrator needs to sign the form first, then the student will be notified after the administrator signs. If the student is the first, or only signer; do not check this box. Checking this box will prevent delivery of the notification email to the student.
Parent must Sign: Select option to require the primary parent relationship to the student to sign
Admin must Sign: Select a non-student to sign; list of users is controlled by any non-student that has an active flag on the faculty info page
Admin 2 must Sign: 2nd Admin signature option
Admin 3 must Sign: 3rd Admin signature option
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