How to Configure a New Workflow in Motion 2

Overview

A Workflow is a defined business process with specific tasks assigned to specific roles. It may involve users external to your organization, such as a website user completing a contact form, or applying to serve with your organization. It may also involve users internal to your organization, such as staff administrators who review contact forms, manage child sponsorship onboarding, or missionary recruitment.

Configuring Workflows

Open the Motion 2 Component. In the left-side panel, right-click on Workflows, and choose Add Workflow.

Initial Configurations

• Name and Title - Used internally for display purposes
• Duration Type - Determines whether due dates will be calculated dynamically for each engagement, or based on a fixed calendar date that applies to all engagements.
• Duration - If Dynamic Due Date is chosen, a set number of days, weeks, or months can be set for the duration of the workflow.
• Message Sender - Choose a CRM record where all workflow notifications will be sent from.
• Restrict Access - Restricts access to the workflow data module. This feature will be deprecated in Motion 2.5, as this type of access will be controlled in other ways.

Additional Configuration Settings Coming Soon in Motion 2.5

• Require Item - New engagements will need to be associated with a content item.
• Require Event - New engagements will need to be associated with an event.
• Allow Multiple - The same person is allowed to have multiple engagements as the main role.
• Remove Relations - Remove relationships when a person is removed from an engagement.

Adding User Roles

Roles are the specific users and groups who play a part in the workflow. There are two types of roles in workflows: primary and secondary. 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 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.

1. After you have created a workflow, find it in the list of workflows, and click on the name of the workflow.
2. On the right side, you will see a section called Roles. Right-click on "Primary", and select "Add Role".
3. Name and Alias - Choose a name for the role. The Alias will automatically be created.
4. Is Default - If this is the default role, select "Default"
5. Type - Choose whether this role will be completed by a person or group. 
6. Dashboard - If this user role will have a task list, select the page on your site where their task list can be found. If this is not already configured, save the role, and then come back and update the Dashboard field after the task list page has been published in Site Planner. 
7. Is Paid - If there is a registration fee for this user role, select 'Is Paid', choose the relevant giving campaign from Site Planner, and choose an amount.
8. Save and Close. 
9. Continue the process for all needed primary roles. 

Add Secondary Roles

1. Click on the name of the workflow to confirm it is selected.
2. On the right side, you will see a section called Roles. Right-click on "Secondary", and select "Add Role".
3. Name and Alias - Choose a name for the role. 
4. User Group - Choose the user group that will populate this user role. This must first be configured in the Users Component before adding a role here. 
5. Dashboard -  If this user role will have a task list, select the page in your site where their task list can be found. If this is not already configured, save the role, and then come back and update the Dashboard field after the task list page has been published in Site Planner. 
6. Relation to primary role - If this user role will have a one-on-one relationship with users, choose the relevant CRM relationship. This must be pre-configured in the CRM component before it can be configured. 
7. Save and Close. 
8. Continue the process for all needed secondary roles.

Optional Settings: Managing Statuses, Relationships, and Notifications

Once you have created your workflow, you can also manage statuses, relationships, and notifications specific to the workflow. To do so, right-click on a workflow, and select Manage Statuses, Manage Relationships, or Manage Notifications.

Managing Statuses
Statuses are used to define the state of a specific engagement within a workflow. To manage statuses, choose a workflow in Motion 2, right-click on the workflow, and select Manage Statuses. The status of an engagement can be changed using the Change Status trigger on a task in the workflow.

Recommended Statuses

• Active - This status is used as the main role works through the workflow. It is the default status of an engagement.
• On-hold - This status is used if the main role will pause their engagement with the workflow for an extended period of time, but may re-engage in the future. This status archives the engagement.
• Discontinued - This status is used if the main role will no longer continue in the engagement. This status will also archive the engagement.
• Complete - This status is used when the main role has accomplished the purpose of the workflow and has ended their engagement. This status completes the workflow.

Manage Relationships

Relationships are used to define the way in which two users are related. After configuring Relationships in the CRM component, Relationships can be predefined in a workflow so that adding a user to a specific role automatically creates a CRM relationship with other roles. Relationships can be one-way or two-way. To manage relationships, choose a workflow in Motion 2, right-click on the workflow, and select Manage Relationships.

Manage Notifications

Internal notifications can be set up to display on the dashboard of a primary user role using the Internal Notification Module. To manage notifications, choose a workflow in Motion 2, right-click on the workflow, and select Manage Statuses. Internal notifications can be triggered using the Internal Notification trigger on a task in the workflow.