Reviewing Activity Postings



    1)      After opening or generating the Outreach List query, look for any Outreach Lists with a 99 in the Trigger column and a 5 in the Mailing Status column. This indicates that the posting process did not run and an email was sent. When this occurs:

a. Open the client Org in Enrollment Manager.

b. Click on the Outreach entity

c. Click on the Outreach List menu

d. Search for the Outreach List using the search option

e. Open the Outreach List by double-clicking. Once open, the Mail Merge and Bulk Email buttons should be greyed out, which is an indicator that the list did not complete. 

f. Click on the Mailings menu item on the Outreach List. Confirm that the Mailing has a status of Sent and that the Deliver On date is around the time around the time the list was last used.

g. Open the Mailing record and go to the Workflows tab. Verify that none of the workflows have an In Progress or Waiting status. If any of them have one of these statuses, then skip the rest of the steps and move on to the next outreach list to review.

h. Close the Mailing record and return to the Outreach List.

i. Click on the Workflows menu item. Verify that there are not any workflows with a status of In Progress or Waiting. If any of them have one of these statuses, then skip the remaining steps and move on to the next Outreach List to review.

j. If not, click on the General menu item and then click on the Run Workflow icon.

k. Select the “System: Manual Posting” workflow and click ok.

l. Move on to the next outreach list to review.

       2)      Lists with a 1 in the Clear or Post columns can be ignored as long as there is not a 99 in the Trigger column.

       3)      Lists with a value of 1 or greater in the Members column and a value of 0 in the Clear column need to be reviewed.

a. Open the Outreach List in Enrollment Manager.

b. Go to the Outreach List Members menu item. Change the view to Inactive Persons. Remove any inactive Persons from the outreach list. Then rerun the query to see if the list is still listed in the results. If the list is not listed, skip the next steps and move on to the next outreach list to review.

c. Check the list for any duplicate Person records. This is where the same Person record is on the list twice. The posting process isn’t able to remove these duplicate Person records so they have to be removed manually. See the “Removing Duplicates from Outreach List” document for steps on removing these records. Specific steps need to be taken.

d. Go to the Workflows menu item. Verify that there aren’t any workflows with a status of In Progress or Waiting. If any of them have one of these statuses, then skip the rest of the steps and move on to the next outreach list to review.

e. Click on the General menu item and then click on the Run Workflow icon.

f. Select the “System: Manual Posting” workflow and click ok.

g. Move on to the next outreach list to review.

4) Look for any Outreach List that has a 1 in the Trigger column. This indicates that a Mail Merge process did not complete.

            a. Open the client Org in Enrollment Manager.

b. Click on the Outreach entity

c. Click on the Outreach List menu

d. Search for the Outreach List using the search option

e. Open the Outreach List by double-clicking

f. Click on the Workflows menu item. Verify that there are not any workflows with a status of In Progress or Waiting. If any of them have one of these statuses, then skip the remaining steps and move on to the next Outreach List to review.

g. If not, click on the General menu item and then click on the Run Workflow icon.

h. Select the “System: Manual Posting” workflow and click ok.

i. Move on to the next outreach list to review.

5) Look for any Outreach List that has a null value in the Trigger column. This indicates that the Mail Merge or Bulk Email process has completed, but there are Inactive Outreach List Members attached to the list.

            a. Open the client Org in Enrollment Manager.

b. Click on the Outreach entity

c. Click on the Outreach List menu

d. Search for the Outreach List using the search option

e. Open the Outreach List by double-clicking            .

f. Click on the Outreach List Members entity

g. Click the dropdown in the header and select ‘Inactive Person’

h. If any Persons are populated, select all records and click Remove from Marketing List

i. Move on to the next outreach list to review.

 

Additional notes regarding the activity posting process:

The posting process uses a workflow to create an import file. Once the import file is created, the records are removed from the Outreach List. The import file is then imported through the baseline MS Dynamics CRM import process.

 

If the import process fails for an activity posting, Adina can run a process to make the records available through the import record. Those records can then be exported and re-imported.

 

Large lists (over 15,000) can take a while, even days, depending on the number of records, to process. 









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