Automate Everyday Tasks with Process Automation

Transcription

1 WEBINAR SERIES Automate Everyday Tasks with Process Automation Presented by:

2 ABOUT ATS Serving imis community since 1995 Full-service Authorized imis Solutions Provider (AiSP) Application development to extend the functionality of imis 2015 & 2016 Authorized imis Solution Provider (AiSP) of the Year

3 HOSTED BY Presenter: Stephanie Harms Tech Support Specialist, LLC Direct: (404) Moderator: Richard Banks Sales Manager, LLC Direct: (571)

4 USING GOTOWEBINAR Attendees are muted to reduce background noise Remember to ask questions via the Questions panel Questions will be answered during Q&A after presentation is complete

5 WHAT IS PROCESS AUTOMATION?

6 PROCESS AUTOMATION Enables you to easily engage users without having to repeatedly complete time-consuming processes Allows you to create a member journey through the use of customized alerts Sends communications to members after completing an action on your website like registering for an event or donating And so much more!!

7 OUT OF THE BOX ALERTS imis comes with over 40 alerts These alerts are already configured for you and can be used throughout the staff site or your RiSE member site

8 STAFF DASHBOARDS On each dashboard, there is an alert set with alerts related to that specific module

9 MEMBER S ACCOUNT PAGE Place alerts on a member s profile page to keep them informed about upcoming events or remind them to fill out certain information.

10 WHAT CAN I DO WITH OOTB ALERTS? Add, delete, or edit Data Sources & Conditions Add or delete data sources Delete alerts from an alert set

11 WHY PROCESS AUTOMATION PLUS? Add new alerts Modify the name, description & type Modify the alert message

12 COMPONENTS OF AN ALERT Conditions IQA that determines which records qualify for an alert

13 COMPONENTS OF AN ALERT Alert The actual text, images, links, and buttons that encompass the alert. When the condition returns records, the task generates the alert. You can create a personalized alert if placing an alert on an individual s record.

14 COMPONENTS OF AN ALERT You can edit or delete data sources in an alert. Display fields from provided data sources can be inserted into the alert.

15 HOW DO I DISPLAY MY ALERTS? Alert sets are groups of alert tasks that you want to display as a group to users. For example, you may want to create separate alert sets for staff alerts and member alerts.

16 ALERT SETS The alert set determines the order that the alerts display on the web page, so you should confirm that your alert tasks are in the correct order within the set.

17 ADD THE ALERT SET TO A PAGE Choose the page you wish to add the alerts to, then Add Content > Utility > Alert Display Highlight the Alert Set you would like to add then select the arrow.

18 CREATING AN ALERT Start with the IQA We will create an alert that will display on an individual s record if they have no address on file Since we are putting this alert on an individual s profile, we must include the filter Contact Key

19 CREATING AN ALERT Go to RiSE > Process Automation then Add new task Give your alert a name and a description. From the Type dropdown, select Alert display.

20 CREATING AN ALERT Adding Conditions A condition is a data source, but a data source does not have to be a condition Give the Data Source a name Select the IQA that you just created

21 CREATING AN ALERT Add a data source to your alert if you want to create a customized message using one of the display fields in an IQA. Add the alert to the alert set you want it displayed on. If you add an alert to a person s profile page on your website, you can create another personalized message that only they will see.

22 YOUR NEW ALERT

23 PERSONALIZE YOUR ALERT Add in our data source for the alert, NoAddress Let s also place it on the alert set for member s profile on the website Create a personalized message using the Insert data source field

24 INDIVIDUAL S WEBSITE PROFILE

25 CUSTOMIZING ALERTS As members complete steps, like adding their address, you can create another alert that will display about adding a photo or updating their demographic information. Create an alert for upcoming events especially for those who registered last year but haven t registered for this year s event. Engage with your members where they will see the information. You can put alerts on any page to remind your members to complete a certain task or register for an event.

26 SCHEDULED TASKS Out of the box tasks include: Event Confirmation Donation Thank You New Member Welcome Calculate Engagement Scores These tasks do not come enabled, so you must enable them yourself.

27 USING OOTB SCHEDULED TASKS If you are going to use an out of the box scheduled task and want to update the communication or query, make a copy first! Where can I find the communications? Marketing > Communication Templates > Templates > Samples

28 USING OOTB SCHEDULED TASKS Where can I find the out of the box conditions IQAs? RiSE > Intelligent Query Architect > Common > Tasks > Queries

29 TASKS WITH PROCESS AUTOMATION PLUS With Process Automation PLUS, you can create tasks to: Send a Communication Calculate Engagement Scores Process Recurring Donations Run a Report Run a Stored Procedure Run Content Workflow Update Time Zone Offset

30 PARTS OF A SCHEDULED TASK Triggers determine when and how frequently the scheduled task is run. You can schedule one time, daily, weekly, and monthly communications. You can also schedule triggers on a database change in different tables.

31 PARTS OF A SCHEDULED TASK A task will run if the conditions returns results.

32 PARTS OF A SCHEDULED TASK A data source is any additional information you want to use in your task. You cannot delete a data source if the data source is selected within a Condition or Action; however, not every data source you have defined must be used when creating a Condition or Action.

33 PARTS OF A SCHEDULED TASK The Actions tell the task what to do when it runs. When the Triggers occur and the Conditions are met, the task executes the Actions.

34 CREATE A SCHEDULED TASK Go to RiSE > Process Automation then Add new task

35 ADD A TRIGGER

36 ADD A CONDITION

37 ADD A CONDITION

38 ADD AN ACTION Select the type of task you would like to run Select the recipient data source from those already added to the task or add a new one Select the communication template

39 SENDING A COMMUNICATION If you are sending a communication, you can edit it from the task itself. You can also preview your communication with the results returned by your conditions IQA.

40 RUN YOUR TASK Now, that you have finished creating your task, make sure you check the enabled box in both the task itself and the trigger. If you want to run your task immediately then allow it to continue running on a schedule, select Run Task Now.

41 WAYS TO USE PROCESS AUTOMATION PLUS With Process Automation PLUS, you can create new scheduled tasks that will send s to your members for various reasons. Some ideas include: Birthdays Membership Anniversary Company Admin Welcome outlining what rights they have Membership Renewal for upcoming expiring memberships Additional event information after an event registration including link to reserve hotel room

42 WAYS TO USE PROCESS AUTOMATION PLUS You can use Process Automation PLUS to create a new member onboarding series If you want to send an out every 2 weeks for the first 2 months about upcoming events or ways to get involved with your organization, you can set these up using process automation. For the trigger, you can keep it as weekly, but in the IQA for the following s, you can make the Join Date to be within 14, 28, etc. days

43 BIRTHDAY Create the IQA Filter of Date of Birth Display imis ID Full Name Date of Birth Create your birthday message in Communication Templates

44 BIRTHDAY Create the task Trigger: Every Day at XX:XX am/pm Action: Select you just created Data Source: Select IQA you created Enable the task and trigger

45 BIRTHDAY

46 PROCESS AUTOMATION Process Automation allows you to create alerts to display on your staff site and website as well as create scheduled tasks to send communications or run reports. Process Automation PLUS gives you the ability to edit more features as well as add a new task. Take the stress off staff to remember to do daily tasks and automate them. Display information about a particular member on their account page to avoid running several reports to find your answer. Create a new experience when members come to your website.

47 QUESTIONS & ANSWERS Presenter: Stephanie Harms Tech Support Specialist, LLC Direct: (404) Moderator: Richard Banks Sales Manager, LLC Direct: (571)

48 MORE FROM ATS Looking for more from the experts at ATS? Upcoming Webinars schedule of upcoming webinars Past Webinars video recordings and downloadable presentation slides Other Questions? Online: Phone: (720)