Process Automation: Getting Started & Best Practices

Scheduled tasks are comprised of the following:

• Triggers – (required)Triggers define the frequency in which the task executes. For example, the occurrence could be as simple as every Saturday and Wednesday at noon, or on the 15th of each month at 7:00 PM. The frequency combinations of dates and times is truly up to you.
• Conditions – (required) Conditions determine whether the task will be executed or not. Every condition is simply a query, and if the query defined returns results, then the conditions are met and the task is executed based on the set trigger. When the query does not return results, the task will not execute.

There are many out-of-the-box scheduled tasks that must be configured with custom communication templates before you can begin using them. The out-of-the-box tasks are using the iMIS default communication templates that contain the iMIS logo, address, and social media links. You must create your own version of these templates before enabling the tasks.

The templates in the following table should be copied and updated before enabling the associated process automation scheduled task.

Copying and updating the templates

To make a copy of one of the above templates, do the following:

1. Go to Marketing > Communication templates.
2. Open the Templates > Samples folder.
3. Double-click the template.
4. Click Save As.
5. Enter a unique name.
6. Edit the template and as needed. Be sure to replace the From email address, all ASI and iMIS branding, and all social media links in the footer.



7. Save the changes.

Perform the same steps with each template you wish to use in an out-of-the-box scheduled task.

Updating and enabling the scheduled task

To begin using your copied template in an out-of-the-box scheduled task, do the following:

1. Go to RiSE > Process automation.
2. Search for and open the scheduled task.



3. Click the Actions tab.
4. Click the edit icon.
5. Select Remove to remove the out-of-the-box communication template.
6. Select the template you modified for this task.



7. Click Save.
8. Ensure the Enabled checkbox is selected.



9. Click Save.

When getting started with Process Automation, you should determine the types of emails you want to send. If there are out-of-the-box tasks that you can utilize and customize, it is recommended to start with those. If there are not out-of-the-box tasks to accomplish what you need, you can create custom tasks, but you must be licensed for Process Automation - Premium.

To create a custom task, you must perform the following steps:

1. (Condition) Create the recipient query.
2. (Action) Create the communication template.
3. (Trigger) Create the new scheduled task.
4. Test the new task before enabling it.

Alerts are comprised of the following:

• Conditions – (required) Conditions determine whether the alert will be shown or not. Every condition is simply a query, and if the query defined returns results, then the conditions are met, and the alert will appear. When the query does not return results, the alert does not appear (at all or for a specific contact).

The same data source can be used in any combination of these, including in multiple different actions. A new data source can be added in the data sources tab, but it can also be added right from where you want to use it - in the Conditions, Alert, or Action.

There are many alerts that appear on the out-of-the-box pages, such as dashboards and account pages. These out-of-the-box alerts can be added to other pages if desired by adding them to the appropriate alert set.

The individual alerts are not added to content records, rather, an alert set is added to a content record, and then the content record displays all alerts belonging to that set.

To begin creating custom alerts, see Creating new alerts.

There are some common errors that occur when creating and sending scheduled tasks. Review Process automation FAQ to learn how you may resolve some of these common issues.

It is important to test scheduled tasks before they are sent, to ensure the right information is being sent at the right time. Review the following to learn how to test process automation scheduled tasks:

• Testing process automation communication templates
• Testing process automation communications triggers