Workflows can be connected to payment criteria, as well as rules set up for attributes.
Payment Workflows can be created and edited from Admin > Workflow Maintenance
There are two tabs, Recurring Payment and One-Off Payment, each with different workflows available.
Each recurring payment workflow has:
- Frequency to select a particular frequency of recurrence or All for the workflow to trigger
- Rule to select the type of workflow being used
- A document, which will be sent as an email to the contact's primary email address (or to admin). The subject of the email will be the subject set in the document
- Minimum and maximum amounts for the payment to trigger the workflow
- No. Payments to indicate how many payments should trigger the workflow
- Rule Value to set the time value after the criteria are met that the email should be sent, this is days, minutes or months depending on the rule chosen (1,440 minutes in a day, 10,080 minutes in a week, 40,320 minutes in 4 weeks)
- Email, with a dropdown of all service emails to choose the from email address.
Click the green plus sign to add a new workflow and select the conditions required, press the green plus on your new workflow to confirm and save the workflow.
Each rule and the settings available are described below.
Recurring Payment Workflows
Workflow Rule | Explanation | No. Payments [x] | Rule Value [y] |
Generate direct debit reports and send to financial admin days before | A batch will be created [y] number of days before the recurrence due date for direct debit recurring payments. The document is sent to the top contact with the attribute "Financial Admin" 5 minutes after the creation of the batch, enabling the report to be downloaded. | N/A | [y] number of days |
Send Welcome | The document is emailed to the contact [y] number of minutes after the first successful payment linked to an open recurrence. If further recurrences are created on the contact this workflow will not be triggered, it only sends when the total count of all payments linked to a recurrence of any frequency is 1. | N/A | [y] number of minutes |
Send after every payment |
The document is emailed to the contact [y] number of minutes after every [x] number of successful payments linked to an open recurrence (or imported with a recurrence reference), matching the assigned frequency and minimum and maximum amounts. Example- If No. Payments is 5 then it will send an email after 5, 10, 15, etc payments. |
[x] number of payments | [y] number of minutes |
Send after every payment to admin |
The document is emailed to any contact with an open status attribute of Roles - 'Recurring Payment Admin', [y] number of minutes after every [x] number of successful payments linked to an open recurrence (or imported with a recurrence reference), matching the assigned frequency and minimum and maximum amounts. Same rule as above but sent to any Recurring Payment Admin contacts. |
[x] number of payments | [y] number of minutes |
Send once after number of payments |
The document is emailed to the contact [y] number of minutes after the [x] number of successful payments linked to an open recurrence, matching the assigned frequency and minimum and maximum amounts. Example- If No. Payments is 5 then it will only send the email after the 5th payment. |
[x] number of payments | [y] number of minutes |
Send once after number of payments to admin |
The document is emailed to any contact with an open status attribute of Roles - 'Recurring Payment Admin', [y] number of minutes after the [x] number of successful payments linked to an open recurrence, matching the assigned frequency and minimum and maximum amounts. Same rule as above but sent to any Recurring Payment Admin contacts. |
[x] number of payments | [y] number of minutes |
Send after create |
The document is sent to the contact [y] number of minutes after a recurring payment schedule is created and has an open status. |
N/A | [y] number of minutes |
Send after create to admin |
The document is sent to the top contact with the attribute "Recurring Payment Admin" [y] number of minutes after a recurring payment is created and has an open status. |
N/A | [y] number of minutes |
Send days before |
The document is sent to the contact [y] number of days before each payment is due to be taken as per the open recurrence. |
N/A | [y] number of days |
Send on anniversary |
The document is emailed to the contact every [y] monthly anniversary, matching the assigned frequency and trigger amounts. Example- If Rule Value is 12 then it will send an email on the yearly anniversary, if 6 then 6-monthly anniversary. |
N/A | [y] number of months from first pay date |
Send on anniversary to admin |
The document is emailed to any contact with an open status attribute of Roles - 'Recurring Payment Admin', every [y] monthly anniversary, matching the assigned frequency and trigger amounts. Same rule as above but sent to any Recurring Payment Admin contacts. |
N/A | [y] number of months from first pay date |
Send on failure |
The document is sent to the contact [y] number of minutes after a payment linked to an open recurrence is processed as declined, matching the assigned frequency and trigger amounts. No.payments will determine if this email is sent after the first, second, or third fail. The number of retries and frequency is set under Admin > Financial Settings and after the maximum declined retries a recurrence will be set as suspended. |
[x] number of times payment has failed (max 3) | [y] number of minutes |
Send on failure to admin |
The document is sent to any contact with an open status attribute of Roles - 'Recurring Payment Admin' [y] number of minutes after a payment linked to an open recurrence is processed as declined, matching the assigned frequency and trigger amounts. No.payments will determine if this email is sent after the first, second, or third fail. The number of retries and frequency is set under Admin > Financial Settings and after the maximum declined retries a recurrence will be set as suspended. Same rule as above but sent to any Recurring Payment Admin contacts. |
[x] number of times payment has failed (max 3) | [y] number of minutes |
Send on suspension | The document is sent to the contact [y] number of minutes after a recurring payment status is updated to suspended. | N/A | [y] number of minutes |
Send on suspension to admin | The document is sent to the top contact with the attribute "Recurring Payment Admin" [y] number of minutes after a recurring payment status is updated to suspended. | N/A | [y] number of minutes |
You can edit a workflow by clicking the pencil and then saving your edit by clicking the green tick at the end of the row.
A workflow can be deleted by clicking the red bin at the end of the row.
Please see the recording below to demonstrate how we added a workflow to send an email to all annual recurring donors, advising that their donation will be taken in three days time. We then edited the workflow to only send to those with a recurrence over $50 and then we deleted the recurrence.
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