Motion 2 Overview - Workflows, Roles, Landmarks, Tasks, and Triggers

Overview

Motion 2 allows you to automate business processes and manage them with a powerful administrative dashboard. Automation can be used for processes as simple as the review of a contact form on your website, or as complicated as child sponsorship onboarding or missionary recruitment. Automated workflows are created using landmarks, tasks, and triggers and assigned to specific user roles.

Workflows

A Workflow is a defined business process with specific tasks assigned to specific roles.

• A Workflow often involves users external to your organization, such as a website user completing a contact form or applying to serve with your organization.
• A Workflow may also involve users internal to your organization, such as staff administrators who review contact forms, manage child sponsorship onboarding, or missionary recruitment.
• A Workflow includes various statuses such as active, on-hold, discontinued, or completed.
• Your installation may have multiple workflows for various use cases such as contact forms, mobilization onboarding, donor management, etc.

Roles

Roles are the specific users and groups who play a part in the workflow.

There are two types of roles in workflows:

• Primary roles
  • Include the main person or group who is working through the process, along with any supporting persons or groups related to the main role.
• Secondary roles
  • These are the administrative groups that help the main person or group complete the workflow. Secondary roles can have one-on-one, one-to-many, or many-to-many relationships with primary users.

Example: An applicant (main primary role) is applying to serve with an organization. They must list several references (additional primary roles). A coach (secondary role, one specific coach to one specific applicant) helps them through the process, a committee reviews the applicant (secondary role, many committee members in a group to many applicants), and a director approves the applicant at the end of the process (secondary role, one director to many applicants).

Landmarks

Landmarks are used to organize the tasks within your workflow.

Although not limited to, there are two main ways landmarks are used to organize:

• specific milestones or phases
  • Example: Initial Approval, Application, References, Final Approval, Pre-Departure Tasks
• By Internal vs. external roles
  • Example: Contact, Admin

Tasks

Tasks are used to specify actions that a user completes as part of a workflow. Task types are as follows:

• Standard Task
  • A task that represents a simple action that must happen inside or outside of the workflow.
    • Example: An applicant reviews a document, or an admin makes a phone call.
• Form Task
  • A task with form fields.
    • Form fields can be saved to the CRM record of a user.
    • Form fields can trigger follow-up questions to be displayed on the form, or follow-up tasks to be assigned in the workflow.
    • There are many display options available for form fields.
    • Form fields can be optional or required.

Example: An applicant fills out an application form, or an admin fills out a review form.

• Note Task
  • A standard task that includes an optional area to save a note to the "Notes" section of a CRM record of one of the users in the workflow.

Example: Complete an interview and write a note during or after an interview.

• Relationship Assignment Task
  • A task that creates a CRM relationship between a primary user role and an administrative secondary role. 

Example: Create a CRM relationship between a new applicant to a particular coach, so that the selected coach receives all the tasks and communications in that applicant's workflow.

• File Upload Task
  • A task that saves a file to the "Files" section of a CRM record of one of the users in the workflow.

Example: An applicant uploads their resume or an admin uploads a report related to an applicant.

• Message Task
  • Write a personalized message to be emailed to a user role from the workflow's default sender.
  • Please note that there are several alternative options for messaging user roles.

Example: Write a welcome message to an applicant.

Triggers

Triggers are outcomes that happen as a result of a user interaction with a task.

• Triggers can be initiated when a task has been completed, when a task is assigned, or when a task becomes due.
• It is also possible to initiate a trigger when specific tasks or all tasks within a landmark have been completed.
• A trigger can also be initiated when a user completes a form and makes a specific choice on a specific field.
• The action that initiates a trigger is called the source of the trigger. Delays can also be added to a source. 

Once a trigger has been initiated by the source, the following outcomes, called actions are available for tasks:

• Assign Task
  • Assign an additional task or group of tasks within the workflow. 
• Send Notification
  • Send an email notification to a user role within the workflow.
• Redirect
  • Redirect to a specific site page within your website, or to an external website.
• Change Status
  • Change the status of the workflow
    • Example: Active, On-hold, Discontinued
• Internal Notification
  • Display a notification within a user’s dashboard above their task list.
    • Example: "Welcome to your dashboard!" along with brief instructions.
• Redirect to Checkout
  • Redirect to the checkout page. 
• Change CRM Record Type
  • Add or remove CRM Record Types to a user role.
• Change Relationship
  • Add or remove a CRM Relationship between a primary user role and a specific CRM record of an admin. 
• Assign to User Group
  • Assign a user to a user group with specific permissions.