Creating Workflows

About Workflows

Workflows attach to an individual in Campus Cafe. They can hold simple notes, send an email, be leveraged for mail merge or otherwise record information. To utilize a workflow, it must belong to an activity. Activities can contain one or more workflows.

Webinar Recording: Creating Workflows and Activities

Create a Workflow

1. Navigate to All Users > Workflow Definitions

2. In the Member drop down choose a member (Members are a way to categorize workflows and control access)

3. In the Definition Name box, enter a name for the workflow (This name cannot be changed once the workflow is saved)

4. 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.

Options

• 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

• Track Views: If the workflow triggers an email, selecting this allows you to record if the recipient opened the email.

Actions

• Assign User: The workflow will be assigned to the user who placed the activity

• Mark Completed: The workflow will be marked as completed with the date the workflow is saved. Do not check if this will be a scheduled workflow.

• Email Tracked Person Preferred Address: The workflow will email the individual the workflow is placed on. The email address(es) sent to are dependent on whether Preferred, All or Non-Preferred is selected. Caution: Institutions using Microsoft Exchange (Office 365) to send email should ensure all institutional email addresses mailed are valid. Exchange will reject the entire message if any institutional email address that is a recipient does not exist within the organization's Exchange system. For example, configuring a workflow to email an applicant's anticipated institutional email address before it is created will cause the email to fail to be delivered to both the applicant's non-existent school email and to the applicant's personal email. In this situation, Campus Cafe recommends configuring the workflow to email only the applicant's non-institutional email address.

  • Preferred: The workflow sends to the individual's preferred email

  • All: The workflow sends to all emails associated with the individual (preferred and non-preferred)

  • Non-Preferred: The workflow sends to all emails except the preferred email associated with the individual

• Email Advisor 1: The workflow will email the assigned advisor 1. (Advisor 2 is not emailed.)

• 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.

Attachment

For workflows associated with documents, these options govern which type of users may upload the documents. The user must have permission to the activity tracking member.

• Tracked Person Can Add Attachment (same person): The person associated with the workflow can add/replace the attachment

• Admin Can Add Attachment (different person): Administrative users can add/replace the attachment

• Tracked Person Can View Attachment (same person): The person associated with the workflow can view the attachment

• Admin Can View Attachment (different person): Administrative users can view the attachment

• Tracked Person Can Delete Attachment (same person): The person associated with the workflow can  delete the attachment

• Admin Can Delete Attachment (different person): Administrative users can delete the attachment

Email

Section only displays if mode is set to Email Sent on Add or Scheduled Email

• Send From: The email address that will send the message; only supported for Microsoft Office users; Google Users default to default address for all emails

• Send To: Email address(es) that will receive the email. Separate multiple emails with a comma.

• Email Default Subject Text: The subject line for the email, may include variable data by click the double arrows. A subject line is required.

• Email Default Body Text: The content of the email. Content supports HTML. May include variable data by click the double arrows 

Text

Section only displays if mode is set to Text Message Sent on Add or Scheduled Text Message

Requires third-party integration with MessageMedia. Refer to Campus Cafe MessageMedia documentation for specific setup required for workflows associated with texting.

• Text Will be Sent from Person: User which will send the message and receive an email with any replies. If the user has no Message Media API associated with account, the sender will default to the sender in the Web App Config settings. The first, far left, box holds the sender Campus Café ID number. The second box displays the name. Use the Lookup by Name link to quickly locate a Campus Café user.

• Time to Send: Enter the time (Eastern Standard Time) the message will be sent. Sending at 12:00AM Eastern Time exactly is not supported. The message will be sent the first time that scheduled time arrives after the scheduled job runs. If the time is blank, the message will send the next time the job is run.
  Note: Configuration in Message Media can be set to hold messages sent between certain hours. The messages will go out when those hours end.

• Text Message: The content of the text message. Optionally, use the double arrows to insert a merge tag such as the recipient’s first name.

Valid Progress Codes For Scheduled Jobs & MS Word Merges

Selecting one progress code will limit the recipients to only those with that admission progress code. Selecting multiple progress codes will send the message to individuals with any of the admission progress codes specified. Leaving all progress codes blank will send the message to all individuals with the activity regardless of progress code. (Note the activity will still be assigned to the individual but the email will not trigger.)

Reminders

• Remind Assigned-to User: Check to indicate the person assigned to the activity that encompasses this workflow should receive a reminder email if the activity remains uncompleted past the expected time frame. The default person assigned to the activity is set in the activity tracking template or when the activity is placed on an individual.

• Reminder Due Date Offset: The number of days after the workflow is assigned to send a system-generated reminder email to the assigned person if the activity to which the workflow belongs remains uncompleted.

• Remind Other Email Addresses(CSV): A list of emails to notify in addition to the email of the assigned user. Separate multiple emails with a comma.

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.

DocuSign Template

Requires third-party integration with DocuSign. Refer to Campus Cafe DocuSign documentation for specific setup required for workflows associated with DocuSign templates.

Click the magnifying glass to associate a DocuSign template with the workflow.

Click the trash can icon to remove the DocuSign template associated with the workflow.

• 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