Workflow automation in eyenquiries

Introduction

When managing enquiries, there are certain actions that have to be repeated over and over again. Confirmation emails, phone calls, tasks – if there are things that recur in the process of moving an enquiry through the pipeline, they can be sped up through automation.

Workflow automation in eyenquiries works through settings up Rules, whereby activities (Email, Task, Phone) are triggered by certain actions. For example, by default, when an enquiry is moved into the Visit stage of the pipeline (the trigger) an email template for a booking confirmation is drafted up and can be sent (the activity). 

You have the option to Skip an automation event each time it triggers by checking the Skip box.

All of the default automation rules create Email activities, but you can also set up rules where new Tasks or Phone logs are created upon receiving an enquiry, for instance. Do whatever suits your setting.

Creating a new rule in workflow automation

Rules are the elements that automate your workflow, and they’re simpler than you might think. They work on the basis of cause and effect. In eyenquiries, the cause is known as the trigger, and the effect is the activity.

Adding a rule

1. In the top right, click on  > System Settings.
2. Click on eyenquiries in the sidebar.
3. Go to the tabs Enquiries & Registration > Workflow Automation.
4. Click on Create Rule in the top right.
5. Fill out the details of the rule (see below).
6. Click Save.
   

Understanding automation rules

When you're adding an automation rule, these are the fields you need to fill out:

Rule Name: The name of the rule.

Description: An explanation of how the rule works.

Trigger: The trigger refers to what action must be taken for the automation to trigger. You can choose from a list in the drop-down menu. These actions may be performed by a user on the system, or by an enquiry.

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Activity: This refers to what activity will be triggered when the chosen action is performed. The sorts of activities you can choose from are the same as the ones you can create in the Upcoming Activities tab on an enquiry profile:

Type: Choose from a Task, Phone call, or Email.

Date (As Trigger Event): If the activity is an email, this determines the date the email is sent. This can be immediately after the action is performed, or delayed for a while. If the activity is a task or a phone call, this field determines the due date for the activity to be completed. 

Description: A description of the activity.

Select Template: This field only appears if you have chosen Email as your activity type. Here, you can select from one of your email templates, and every time the triggering action is performed, an email will be drafted up which can be sent if you want.

To create a new rule for all nurseries, go to  > Global Settings, then continue from Step 2.

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