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
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There are two tabs, Recurring Payment and One-Off Payment, each with different workflows available.
Each one-off payment workflow has:
- 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
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Rule Value to set the number of minutes after the criteria are met that the email should be sent (1,440 minutes in a day, 10,080 minutes in a week, 40,320 minutes in 4 weeks)
- Please note- Minimum number of minutes is 15 to allow enough time for processing
- 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.
One-Off Payment Workflows
| Workflow Rule | Explanation | No. payments [x] | Rule Value [y] |
| Send days after open pledge |
The document is sent to the contact [y] days after the pledge is created, as long as the pledge status is still open at this point. |
N/A | [y] number of days |
| Send after every payment |
The document is sent to the contact [y] minutes after every [x] successful payment, including those manually added to the contact, processed through a widget, or imported. Please note- Imported transactions will be based on the import date, not the payment date to trigger the email. Example- 5 as No. Payments will send after 5, 10, 15, 20, etc successful payments. Using No. Payments as 1 will send the document to the contact after every successful payment. |
every [x] number of payments | [y] number of minutes after the [x] payment |
| Send after every payment to admin |
The document is sent to every contact with the attribute Roles- Payment Admin, [y] minutes after every [x] successful payment on any contact, including those manually added, processed through a widget, or imported. Same as above but the Payment Admin contacts will receive the email, instead of the contact making the payments. |
every [x] number of payments | [y] number of minutes after the [x] payment |
| Send on failure | The document is sent to the contact [y] number of minutes after a single payment is processed as declined | N/A | [y] number of minutes |
| Send on failure to admin | The document is sent to every contact with the attribute Roles- Payment Admin [y] number of minutes after a single payment is processed as declined on any contact | N/A | [y] number of minutes |
| Send once after number of payments |
The document is sent to the contact [y] minutes after the [x] number successful payment, including those manually added to the contact, processed through a widget, or imported. Please note- Imported transactions will be based on the import date, not the payment date to trigger the email. Example- 5 as No. Payments will send once after the 5th payment only. |
[x] number of payments | [y] number of minutes |
| Send once after number of payments to admin |
The document is sent to every contact with the attribute Roles- Payment Admin, [y] minutes after the [x] number successful payment on any contact, including those manually added, processed through a widget, or imported. Same as above but the Payment Admin contacts will receive the email, instead of the contact making the payments. |
[x] number of payments | [y] number of minutes |
Multiple workflows can be set up, even using the same workflow rule. For example, setting up multiple workflows using "Send once after number of payments" and a rule value of 1 will allow you to create a donor onboarding journey with staggered automatic communications in increments since their first payment. This will only be triggered if they have not made a further payment since the first one.
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