Work Flow Notification - Introduction

You must have purchased the Web Sales Module in order to use Work Flow Notifications.

Work Flow Notifications enable you to take common situations and have messages emailed to you.

Common notifications, such as, donation sales or membership sales, can be assigned on a per campaign or membership basis. They are assigned in the setup of each:

 Notifications are only created/sent when the actual transaction record is created.

Note: Creation of can be deferred for web sales to keep web sales faster. If so, then you will see the notifications when web transactions are created

  • during the End Of Day
  • by running any report that is based on transactions
  • when the sales monitoring tool is active
  • looking at a G/L or cash flow tab for specific event on the screen

There are four steps to creating a workflow notification:

  1. Step 1 - Write the form letter.

    For example - New Donation Notification using the Donation Data for a Patron Data.

    • Click here to follow the steps on creating a form letter.
  2. Step 2 - Set up the Code table for that workflow notification.

    For example - Donation Received.

    • Check your Workflow Notifications code table to ensure the type of notification you are creating is there.

      The code table entry should reflect the same types of categories available for selection as you choose for Data when you create your form letter.

  3. Step 3 - Create the Workflow Notification.
    • Click here for the steps on creating a workflow notification.
  4. Step 4 - The transaction that triggers the notification.

    For example - a patron makes a donation. The workflow notification will be sent to the email addresses selected in Step 3.

Work Flow notifications are accessed by clicking Setup >> Users and Access >> Work Flow Notification.

The Work Flow Notification list window opens.

Creating a Notification

You must have purchased the Web Sales Module to use Work Flow Notifications.

Using Work Flow Notifications, you cab take common situations, such as donations being sold or changed, or patrons creating records via the internet, and send notification emails to certain employees who will be responsible for tracking changes to the database.

To create a new workflow notification, you perform the following steps:

  1. Open the Work Flow Notification by choosing Setup >> Users and Access >> Work Flow Notification.

    The Workflow notification list window opens.

  2. Click the New button.

  3. Select the Notification Type from the drop down list.

    These Notifications are defined in the system table Workflow Notifications. Click here for more information.

  4. Select an Form Letter to use for this notification by clicking the Letter button.

    For more information about Form Letters, click here.

  5. Select the form letter that corresponds to the notification that you are setting up.
  6. Click the Select button.

    The Letter/email is now attached to the Notification.

  7. Enable the appropriate check boxes so this email is sent when the event is added, changed or deleted.

    These options allow you to set up and send emails to different employees for different situations. For example, not all employees will need to be notified if a donation is changed, but more will be on the list for donations being added.

  8. Enter notes to describe what this notification is used for.
  9. Choose if the notification will be sent for Box Office, Internet Sales, or both.

  10. Click the Send Email To tab.

  11. Choose the employees to receive this notification.

    If an employee does not have an email address, you will need to enter one for them to be added to a notification. Click here for Employee Setup.

  12. Click the Save button.

    13. You should now check your notifications are being sent.

    To test the notification, you can set it to also be sent when the transaction happens in the Box Office. Then sell the ticket in the Box Office to see it right away.

    If it is for web sales only, you have one more step to check. If your web transactions have been set to process at the End Of Day (which makes online sales go faster), then it will only send the email after the End Of Day.

    You can check this setting in Setup>>Company Preferences>>WEB LISTENER tab. If that box is UNchecked, the notifications will go out at the End Of Day. If the box is checked, then the emails will go out as soon as the Web Listener has a moment to send them.

    If the notification is not in the INBOX -- check your junk mail box.

Editing a Notification

  1. To Access Work Flow Notification Setup, go into the Setup Menu - Users and Access - Work Flow Notification

    This will open the list of all notifications that are setup in your system.

  2. Double click on the notification you wish to edit.

  3. Edit any of the fields as required.
  4. Click the Save button.

Deleting a Notification

  1. To Access Work Flow Notification Setup in order to delete a notification that is no longer necessary, go into the Setup Menu - Users and Access - Work Flow Notification

    This will open the list of all notifications that are setup in your system.

  2. Highlight the notification you wish to delete.
  3. Click the Delete button.

    The Delete Record confirmation window will appear.

  4. Click the Delete button.

    The notification is now deleted.