Question

Photo of Kelley Langkamp

2

Event planning workflow

2

We are working on a new process for event planning/promotion/etc. Is there a way with workflows to send a reminder email? For example, the workflow is started with someone requesting their event be added to the calendar 12-18 months ahead of the event. Then when they are 6 months from the event they get a reminder email to complete the next step in the workflow (requesting online registration, etc).

Also, that would leave a fair number of open workflows. Is this going to be a problem? 

 

  • Ken Roach

    Ken Roach

    Keley - this process would be really helpful for many of us. We will be working on our Event process and updating our documentation on this shortly. Would you be willing to share your workflow, and maybe as a community we could contribute to it and gain from it? Thanks, Ken.

    • Photo of Bronson Witting

      1

      As of right now, there is no way to perform a workflow action after a set amount of time.  However, we discussed this at the CITRT event this year and that functionality was asked about - it sounded like that would be added to core at some point (maybe McKinley 2?)  A core team developer would have more info, I'm sure they will see this post and be able to comment. We have lots of uses for that functionality too!

      As for having lots of open workflows, it shouldn't be a problem.  You can set the Processing Interval on the workflow type to increase the amount of time between processing (see http://www.rockrms.com/Rock/BookContent/12/12#launchingworkflows) to make sure you are not putting unnecessary load on your server (for your instance, daily might be a good idea).

      • Rock RMS

        Rock RMS

        Yes, there is a 'Delay' action coming in v2.0. It 'pauses' an activity for a set number of minutes. You would need to calculate the number of minutes you'd want to pause for.

      • Photo of Kelley Langkamp

        0

        For us, I think it might actually be better if the pause could be until a secified date. In the case of event planning, the workflow is not always started a specific time before the event. I might start the process a year or more ahead for a huge event like a retreat but only start 8 months ahead for a smaller event. If we could pause until say the EventDate (workflow attribute) is less than 6 months/weeks/days away.

        Ken- We are still very much in the planning stages. I don't have Rock in a production environment yet. It just happened that evaluating Rock happened at the same time as reviewing all of our internal processes. I'll be glad to share it when we get done though.

        On an unrelated note...how do you comment on answers? I can't seem to figure that out.