Automated workflow actions in Quercus 8.2.1<>

Automated workflow actions in Quercus

Introduction

From release 8.2.1 of Quercus onwards, you can specify that a workflow action is performed automatically. This feature can be used to:

send email reminders to a student that an unfinished action should be completed

typical use — remind student to complete an application

send email to a student in advance of a course or event start date

typical use — mail out joining instructions in days leading up to an event

move an action from one status (e.g. ‘awaiting references’) to a new status (e.g. ‘missing references’)

typical use — automatically escalate an interaction which has been stuck in a particular state for an unacceptable length of time

For more information relating to workflows in Quercus see

The importance of workflow

Setting up a workflow

Implementing a workflow (Case Manager)

Example 1 — reminder

In order to illustrate how the automated workflow can be used, the procedure for adding an automated reminder to an Apply Online service is described below. The new, automated, step sends a reminder email to students who start, but do not complete, their applications.

In order to automatically send the reminder to a student we will need to do the following:

1set up a template for the reminder email

2create an action which will automatically send the email after a certain time has elapsed

3associate the action with a workflow

4create a live service that uses the workflow

These steps are described below.

To set up a template for the reminder email

1Choose the Services option and choose the Apply Online service.

2Choose Email Templates and choose Create Email Template.

3Complete the details for the template. An example is shown below.

Template Code

COMPLETION_REMINDER

Description

Reminder to Complete Application

From Address

helpdesk@campus-university.co.uk

Description

Reminder to Complete Application

Subject

Your online application is incomplete!

Body

Hi #FIRST_NAME#,
This is a reminder from the Campus University that your application to the #COURSE# course is still incomplete and has not yet been submitted. Please note that in 14 days time the application will be deleted from the system if it is still unsubmitted.
Regards,
The Campus University Admissions Team

The same information is shown in the screen below.

4Click Create.

To create an action which will automatically send the email after a certain time has elapsed

1Choose Configure Actions and choose Create New Action.

2Complete the details for the action. An example is shown below.

Note that you have to check the Automatic text box before the Automated Action Definition fields appear.

Action

COMPLETE_REMIND

Description

Send automatic reminder

Email Template

Reminder to Complete Application

LDAP Roles

None

Automatic

Y (ticked)

Rule Description

Send automatic reminder

Timeline

10 days

Action

after the interaction was first created

run if service end date is passed

Y

run if due date is passed

N

The same information is shown in the screen below.

3Click Create.

4Click Save.

To associate the action with a workflow

1Choose Workflow and select the workflow with which you wish to associate the action by clicking the Edit button.

2Click the Add Row button to add a new workflow rule.

The workflow rule is shown below.

From Status

To Status

Action

Recorded

Recorded

Send automatic reminder

Note that the rule does not change the state of the interaction in this example (the application stays as ‘recorded’). The email will be dispatched 10 days after the application enters the recorded state in line with the rule we created earlier.

To create a service which uses the workflow

1Choose a live service and select Edit Rules.

2Select the workflow to which you have attached the automated action.

3Click Save.

The modified workflow is now associated with the live service.

When an applicant has saved, but has not submitted, an application via the service, he or she will receive a reminder email 10 days after the application first entered the recorded (saved) state.

Example 2 — email in advance of a course start-date

To set up an email in advance of a course start-date

Setting up an email in advance of a course start-date is similar to the above process except:

1The Action Point is set to ‘before the start date of the course instance’.

2‘Run if Service End Date is Passed’ should also be checked if the service itself will be closed before the course instance starts.

Example 3 — escalation

To set up an escalation

Setting up an escalation is similar to the above process except:

1The transition is associated with a status change (e.g. submitted to escalated).

2The Action Point is set to ‘after the interaction was moved to its current status’.

Automated workflow actions in Quercus 8.2.1

Automated workflow actions in Quercus

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