There are three default workflows with notifications. This article shows how to add, edit, and delete workflows and notifications.
- Participant Added: When a new participant is added to a site, either manually or added from a Student Information System (SIS), certain users will receive an email and notification prompting them to run the "Registration History" report showing the newly added participants. All notifications of this type are sent in a batch one time a day.
- Participant Address Change: When a participant's address changes, an email and notification will be sent prompting certain users to run the "Address Change Report" to see the new and old addresses for those participants whose addresses have changed. For systems with an SIS data import process, this notification is triggered when the participant has a different address in the SIS import than in their system record. The address change notification can also be triggered by the manual changing of a participant's address. All notifications of this type are sent in a batch one time a day.
- Registration Form Submitted: When a registration form is submitted, certain users will receive an email and notification with a link to the Registration Management page, where submissions can be reviewed. All notifications of this type are sent in a batch one time a day.
Add New Workflow
Click Settings on the left-hand navigation menu to configure a new workflow.
On the Settings page, click Workflows.
Click Add Workflow +
Name your Workflow. This is typically the same as, or similar to, the Workflow Trigger.
Use the dropdown list to set the Workflow Trigger. The trigger is the system event that starts the workflow process.
Set the Workflow Action by checking the appropriate checkbox(es). This is the type of communication users will receive.
Using the dropdown menus, select the checkbox for each security role that should get a notification for this workflow.
Set the workflow to Enabled or Disabled. Disabling a workflow is a good option if you just want to pause the notification for a period of time instead of deleting it.
This “Participant Added" workflow example will send an email and a system notification to district administrators, program directors, and site coordinators when a new student is added to the system. Once the form is complete, click Save Workflow.
Edit an Existing Workflow
To edit an existing Workflow, click the pencil icon next to the workflow details. When you're done, be sure to click Save Workflow.
Remove an Existing Workflow
To delete an existing Workflow, click the trash can icon next to the workflow details. When you're done, be sure to click Save Workflow.
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