EM Knowledge Base‎ > ‎Processes‎ > ‎

Workflow

Effective Communication is the key to building deep, long term relationships.  Workflow will assist you with effective communication to your constituents by using activity driven communication.  You also have the ability to use workflow to manage your internal work practices within your office, including staff assignments, application processing, and activity 'to-do' assignments.

Workflow Process

Underlying the processes within Enrollment Manager are a series of workflow rules. Some standard workflow rules are determined during the implementation phase of Enrollment Manager, while others are defined based on your business processes. These rules govern in large part the day to day processes, can be defined to run based on a variety of parameters.

Work flow rules have three characteristics:

Event Triggered - All workflow rules are event triggered. Events are certain sets of conditions that have to take place in order for the rule to take place. This event could be such things as a record is created, a record is updated, a record is deleted, etc.  A workflow may also be triggered by another workflow in the process.

Individual - All workflow rules act on a single record. If a workflow is updating a group of person or opportunity records, it is doing it one at a time versus a batch at a time.

Asynchronous - All workflow rules are asynchronous. This means that a series of workflow rules may be acting on a variety of groups of records, but not a single rule takes precedence on a record over another pair of workflow rule -records grouping. In other words, if  a complicated workflow rule happens to run on a large group of records before a simple rule runs on a single record it does not necessarily mean that the second rule waits until the first rule is finished with all of the updates on all its records. Simply put the rules do not operate in a serial mode and can run without regard to the launching of the rule.

Types of Workflow Rules

There are two categories of workflow rules in Enrollment Manager:

General

This group consist of two types of rules, system and non-system specific. The system rules are set by Enrollment Manager and have a prefix or System. Client specific rules have a prefix other than System and usually indicates what entity the workflow will work on. An example of a system rule is System:Gateway Authentication Generate an example of a non-system workflow rule would be one that is dictated by client specific triggers. 

Scheduled workflows

This group of workflow rules runs when a specific trigger has been met and uses the a pre-defined schedule to run. An example of this would be if you want to send an academic letter out 2 weeks after the viewbook is sent.  The scheduled workflow checks each day to see if the opportunity record has a viewbook activity that is 2 weeks old (or longer).  

Comments