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.

You can use the same workflow as part of multiple activities thus saving you time. For example, you have a workflow that triggers a thank you email for visiting campus. You can attach this one workflow to your post-campus undergraduate applicant visit activity and to your post-campus visit graduate applicant visit.

Prerequisites

• Create activity tracking members. Members categorize and control access to workflows. For example you may have a member for the Registrar, another for Billing and another for Student Life.

• Set up in STParm using Parameter Code SYWFTY to define workflow types.

• Set up in STParm using Parameter Code AFREAD to define workflow categories.

• If creating workflow to send an email, configure Campus Cafe to connect to your institution’s Google or Microsoft email service.

• If creating a workflow to send a text, configure Campus Cafe to connect to MessageMedia.

• If creating a workflow that requires digital signatures connect to DocuSign.

Required permissions

Webinar Recording: Creating Workflows and Activities

Create workflow

1. Go to All Users > Workflow Definitions.

2. In Member select a member. Members let you categorize workflows and control access.
   
   

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3. In Definition Name enter a name for the workflow, which can’t be changed once the workflow is saved. For example, you may enter Thank You Email if the workflow sends a thank you by email.
   
   

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4. Click Add. A new screen appears.

5. In Type select the broad way to organize the workflow. 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. In the below example we selected email.
   
   

6. In Category further organize the workflow. 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. In the example below we selected email.
   
   

7. In Description enter text to characterize the workflow. In the example below we call our workflow Thank You Email.
   
   

8. Select a Mode to tell Campus Cafe the intention of the activity.
   
   

   • Emails Sent on Add: The workflow immediately sends the email configured on this screen when an activity containing this workflow is added to an individual.

   • Scheduled Email: The workflow will send the email configured on this screen on a future date. The future date is determined by the date the activity containing this workflow is added to the individual plus the "days out" configured on the activity tracking template. 

   • Text Message Sent on Add: The workflow immediately sends the text message configured on this screen when an activity containing this workflow is added to an individual. Depending on how you add the activity to a person, you might be able to 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 workflow is designed to hold a note or attachment, or serve as a reminder of a future action.

9. Depending on what you need the workflow to do, you may also need to set additional options under Options, Actions, Attachment, Email, Text, Valid Progress Codes For Scheduled Jobs & MS Word Merges, Reminders, Retention or DocuSign Template.

Options

• Is Word Mergable: Indicates the workflow is part of a mail merge process that lets you merge data from Campus Cafe into template letters for printing and mailing.

• Is Gradeable: Not in use.

• Is Queueable: Indicates the workflow will display the To Do queue results drop down. The queue results drop 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.

• Track Clicks. If the workflow triggers an email, selecting this allows you to record clicks in the email.

Actions

• Assign User: The workflow will be assigned to the user who placed the activity. For example if the workflow is a reminder to call an interested prospect, the person placing the activity on the prospect would be assigned to follow up.

• 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: 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: If you use Microsoft Exchange (Office 365) ensure all institutional email addresses to be mailed are valid. Exchange rejects sending a message to all listed recipients (even non-Exchange recipients) if the message is sent to an institutional email address that doesn’t exist within the organization's Exchange system. For example, configuring a workflow to email an applicant's anticipated institutional email address before it’s created will cause the email to fail and not be delivered to either the applicant's non-existent school email or 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 who can upload the documents. The person uploading documents must have permission to the activity tracking member. For example, you may allow an applicant to upload a document as part of their application but not delete it.

• 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.

If you set the workflow mode to Text Message Sent on Add, you’ll need to configure:

• Text Reply Sent To Role: If the person texted responds, the person in this role at the time of the response will receive an email notification. For example, if you select Admissions Counselor, the admissions counselor of the person you texted would receive an email. If you don’t set this, the person who sent the text receives the email notification of a reply.

• Text Message That is Prefilled When Selecting Tracking From SMS Screen: This is the default message that appears when someone selects this workflow as the basis to send a text.

If you set the workflow mode to Scheduled Text Message, you’ll need to configure

• Text Reply Sent To Role: If the person texted responds, the person in this role at the time of the response will receive an email notification. For example, if you select Admissions Counselor, the admissions counselor of the person you texted would receive an email.

• Text Reply Sent to Person: Rather than set a role to receive an email if the texted person responds, you can set a specific person that is always emailed when someone replies. Click Lookup by Name to locate the person in Campus Cafe.

• 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 To Be Sent On Past Due Job: 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: Select (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: Leaving this selection unchecked means the student will not be notified via a docusign email that a signature is pending, regardless of the student’s position in the signing order.

• 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 faculty info.

• Admin 2 must Sign: 2nd Admin signature option.

• Admin 3 must Sign: 3rd Admin signature option.