Who can write and run workflows
Somebody who cannot write a checklist still sees it, what starts it, and its steps, without the controls to change them.
Starting from the standard workflows
When you have no workflows yet, a banner asks Start with the checklists most rescues run? and offers them all at once:- Taking an animal in, on animals.
- Reviewing an adoption application, on adoption applications.
- Starting a new volunteer, on people.
- When a foster application arrives, When somebody offers to volunteer and When a donor form arrives, on people. These start by themselves when that form arrives, and each begins with a step that sends an email when somebody ticks it.
Making a workflow
- Press New workflow.
- Give it a Name, such as “Dog intake”.
- Choose what it Runs on: Animals, People or Adoption applications. This cannot be changed later.
- For a checklist on People, choose what it is For: anything about a person, volunteering, fostering, adopting or giving. This decides what can start it by itself.
- Add a Description if you like: what it is for, and when to start one.
- Press Create workflow.
The workflow list
Each workflow is a card with its name, what it runs on, its description, how many steps it has and how many times it has run. The chip says In use or Turned off. When something starts it by itself, a line says so, such as “Starts automatically when a new animal is added.” Press Edit steps to open its steps, and Close to fold them away.What starts a workflow
Every workflow can be started by hand on a record. Under Starts, you can also choose an event that starts it by itself. only when somebody starts it means it never starts by itself. What is offered depends on what the checklist runs on and, on People, what it is for.
The form events come from Submissions: a form is received when it first belongs to a person, and approved or rejected when somebody decides it on the submission.
For a choice that waits a number of days, set the number of days (1 to 365) beside it. It starts once per record, ever: finishing the checklist does not make it start again. If the day is missed, it still starts the next day, but not later than that.
An event does not start a workflow on a record that already has an open run of the same workflow.
Changing what a People checklist is For clears a starting event that no longer fits.
Only when
A workflow that starts by itself can also have conditions: the record has to meet all of them for the workflow to start. The box under the card reads Every time it happens until you add one. Press Add a condition, choose a field, a test and a value, then Save conditions.
The tests are is, is not, contains, is filled in, is empty, is more than and is less than. Where a field has a list, such as a status or a species, is and is not offer the list. For a custom field, choose a custom field… and type its key, which is shown under Settings → Data & customization → Custom fields.
Conditions only decide whether an event starts the workflow. Somebody starting it by hand is not stopped by them.
Steps
Steps run in order, top to bottom. Use the arrows to move a step, and the bin to delete it. Type in a step’s title or instructions and click away to save: each change saves as you make it.Changes to a workflow apply to runs started from now on. A run already under way keeps the steps it started with, so a finished run still says what was asked on the day.
Adding a step
At the bottom of the steps, choose the kind of step, type its title, and press Add.Step settings
A wait has one setting, Waits: how long, before the steps below it. The wait is measured from when it is reached, not from when the run started, so a wait after a step starts once that step is done.
What a step does
Beside When ticked (or Does, for a step that runs by itself), choose what happens:- nothing else happens: the tick is the record that it was done.
- send a message: sends one of your message templates. Choose the template, who it goes to, and anybody to Copy or Blind copy.
- set a field: sets a field on the record to a value you choose.
- create a task: adds a task on the record.
Who a message goes to
The team roles are organization admins, directors, shelter managers, veterinarians, veterinary technicians, animal behaviorists, adoption counselors, volunteer coordinators, foster coordinators, animal control officers, intake officers, animal care technicians and read-only members. A copy to a role goes to everyone with that role.
The message goes to whoever that person is on the day the step runs. If there is nobody, such as an animal with no adopter yet, the step records that it could not send.
Fields a step can set
A task a step creates
The task’s title, when it is due (a number of days after the step runs, or none), its priority (low, normal or high), and whether it is for nobody in particular or for whoever ticks this step. A task with a due date shows on the calendar.Checks
A check is answered rather than ticked. If it fails says what a Failed answer does:- record it and wait for a person: the answer is kept, and the steps after it that run by themselves wait.
- put the application on hold: on an adoption application checklist, the application goes on hold. On a People checklist started by a form, the form’s submission goes on hold.
- reject the application: on an adoption application checklist, the application is rejected. On a People checklist started by an adoption, foster or volunteer form, the submission is rejected if nobody has decided it yet, which starts anything set to run when that form is rejected.
Turning off and deleting
Turn off stops a workflow from starting, by an event or by hand. Runs already under way carry on. Turn back on undoes it. The bin deletes a workflow. A workflow that has ever run cannot be deleted, because that would erase the record of those runs: the app says “This workflow has been run, so deleting it would erase the record of those runs. Turn it off instead.”Runs on a record
A run appears on the record it runs on: an animal’s Today tab, a person’s record, an adoption application, and a submission the run is about. Each run shows its name, how far it has got (such as 2 of 5, then Finished, or Stopped), and when it started.- Start a workflow… on the record lists the checklists you can start there. Choose one and press Start.
- Tick a step when it is done. Skip marks a step as not done on purpose, and it shows as skipped.
- A step that runs by itself says “Runs by itself once the steps above are done, within five minutes.” A wait says when it ends.
- If a step’s message, field or task could not be done, it says why, with Try again. A ticked step stays ticked: the work was done even if the email was not sent. A step that runs by itself and fails holds back the steps below it until Try again works.
- Open shows the run on its own page, naming the record it runs on.
- Stop ends a run that is no longer needed. A stopped run stays stopped.